Most schools create what I call a phone list. This is simply an excel spreadsheet listing the names, characters, phone numbers, and email addresses of the company. The phone list has a section for the cast, a section for the artistic staff, a section for the school organizational contacts, and a section for important numbers. It most likely will include cell phones and other media information. This list should be distributed to all company members at the first rehearsal (the production staff at the first production meeting). Be sure to double check with everyone that the number published is the number they want people to use. Most professional offices will use the main exchange while direct lines are protected. But there are at least two more contact sheets that may need to exist for your production.

In the commercial theatre there should be a full contact sheet, one that lists the names, characters, addresses, and public phone numbers of everyone involved with the show. This one becomes a little more unwieldy as I like to also include companies that provide service to the production as well in this contact sheet. If there is a coffee vendor for rehearsals I include them as well. In that same vein all shop contact information should be included as well. A full contact sheet for a Radio City production will include everyone there from car rental companies to water service. The great thing about word processing and contact sheets is that you can force page breaks. That way the cast can get the information they need, but stage management, company management, and the crew can have the information they need and you can kill fewer trees as well.

A confidential contact (view example below) sheet has all the same information only additional more personal information. Social Security numbers, home phone numbers, beepers, pagers, cell phones, etc. The producer will want to know if something important has happened with the production and you need to know how to reach him or her. In the same vein, they don’t need a cast member calling their home complaining about someone else in the show. It is interesting to note that on this contact sheet dated 1998 not all persons has cells or email addresses. In today's world they would be the example, but in that world keeping track of everyone's contact information was a daunting task.

A few other points to make on the confidential contact sheet. Note the differences between house and production staff in terms of details. Note also the children and their parents contact information and the fact that the carried a tutor as well. Note also the number of house crew necessary to support the show and finally note the vendors list of places and businesses the company is involved with. It is like the proverbial business card in the glass bowl, you keep track of everything and everyone the show comes in contact with. It helps in the long run.

When you are touring a production you would create a hotel sheet similar to the one called the phone list only this one revolves around hotels and hotel rooms. But consider this warning; if you post the hotel room list on the call board then everyone knows which hotel rooms will be empty during performances. Keep that list to yourself, your fellow stage managers, and the company manager. While I would like to think the world is a safe place it has proved otherwise.

WALLET CARDS

I confess that this is not my invention but the idea is so good that I stole it. So what is it? Simply it is a card the cast puts in their wallets that on one side lists the important phone numbers in case of an emergency and on the other has the performance schedule. Obviously, on long running shows performance schedules may not be possible. But most University’s don’t have long running shows and some clever stage manager will do something clever with the other side. Also, you can buy press on lamination sheets at almost any supply store in the country to make the cards more durable. This is a good task for an assistant stage manager. Wallet cards are most helpful and you should consider making them.

Important to remember:

Contact Sheets:

• Phone List (commonly called but if posted on the web remember to remove phone numbers and insert email addresses instead)
• Full Contact Sheet - includes everyone's business contacts or contact as agreed upon.
• Confidential Contact Sheet - this goes to very few people and includes their personal contact information and in the case of the company their social security numbers as well. Distributed only to Producers, General Managers, Company Managers, and Stage Managers. Since this one includes social security numbers it is a good idea to keep tight control of who gets this one.