Job Description: Set Construction Supervisor

PRE-PRODUCTION

• Obtain budget figure and production forms from the Production Manager. Attach receipts as expenditures are made.
• Read script so you are familiar with the show and its scenic needs, especially scene shifts.
• Discuss with Set Designer and Director
  1. When the design will be ready;
  2. How the design will be conveyed to you, such as working drawings, elevations, models, etc
  3. When production is scheduled to Load-In to the theatre and pre-construction is to be completed;
  4. When Director hopes to begin rehearsals with cast in the theatre;
  5. Calls for Performances
  6. Time for Strike
• Discuss budget and whether set can be built with amount allocated.
• Discuss set decor. Sometimes Set Designer will oversee set decor but often this area is assigned to a separate individual.
• Set up a line of communication between construction and design for any change of design that may develop during rehearsals.
• Arrange for personnel needed to build set. Use your own sources, names from Production Manager or ACToffice. It is your responsibility to schedule work sessions and contact workers.
• It is advantageous to construct as much of the set in advance at the ACT Workshop as possible. Keep in mind, however, the size limitations imposed by the stairwell to the first floor or any doors through which pieces will have to fit.
• Arrange for all materials needed to construct set. Keep itemized list of items purchased, ordered and used with their costs during production.
• Shortly before load-in date, talk with Director and Set and Lighting Designers about the schedule for load-in, light hang and focus, rehearsals with actors, etc., so there are no surprises when someone needs uninterrupted use of the stage.
• Before load-in, meet onstage with set and lighting designers and review the placement of scenic elements, which battens will be used for drops, etc. It’s a good idea to temporarily spike the stage to help set up to go smoothly.

PRODUCTION WEEKS

• Supervise load-in of set to theatre and start to assemble set on stage.
• Make sure crew members know when you will be working on set during the next two weeks.
• Make sure stage area is cleared of tools, etc. daily for rehearsals.
• Submit to Operations Manager a list of all volunteers working with you on construction crew. The deadline for this generally is the Sunday of load-in weekend. Also submit to Operations Manager your bio for the program.
• Arrange to paint stage floor several days before the opening. This is generally done after rehearsal so it has time to dry.
• Arrange for running crew and members and pin rail operators to change sets as needed. Advise all crew members to wear backstage “blacks” for all performances.
• Be sure crew members are informed of when they will be needed for rehearsals, the call for performances, etc., as well as tee-shirt sales, production parties, etc.
• Watch at least one run-through rehearsal to become familiar with the show and scenery changes.
• Along with set designer, director, stage managers, etc., design a plan for shifting scenes. Assign crew members to specific scenic elements or tasks.
• Submit to the Operations Manager a list of any acknowledgment for the playbill. Also submit a list of all volunteers working with you on the Set crew. The deadline for this generally is the Sunday of load-in weekend.
• Submit to the Operations Manager your bio paragraph for the show program.

POST PRODUCTION

• Determine starting time for strike. Often, the set construction chairman will call in a few key people to begin striking set, and call in other volunteers at a later time when pieces are ready to be carried back over to the ACT building.
• Make sure all tools, paint and other supplies are returned to ACT scene shop and the shop itself is left in an orderly fashion.
• Make sure all trash is ready for pickup outside stage door of Mishler.
• Prepare budget report for Production Manager and attach all receipts as necessary.
• Submit necessary forms for reimbursement of expenditures, with receipts attached as appropriate.
• Send thank you notes to crew workers and anyone else who was of assistance.

SPECIAL NOTES:

• ACT has accounts with Lowes, Your Building Center, Mallow’s Hardware and Surplus City. Contact the ACT Operations Manager or Administrative Assistant for information on charging supplies to these accounts.