The Digital Realm

Google Drive Folder & Cast Folder

You will create the Google Drive folder for your show on the Boone Theatre Gmail account. There should be folders for all technical areas including Stage Management. Organize it however you like but make sure sharing permissions allow link sharing and it is not on an OCPS account.

This folder should include a Cast Folder that cast has access to. You can post the Cast Folder link in the daily, as a QR code on the callboard, etc.

I like to number the folders so they always show up in the same order. Color coding only shows up on your device, so feel free to color code the folders you use most often.

Example Show Folder to the side. Click the link to open the folder in another window so you can access it. Feel free to look through my folder for more documents if you ever feel stuck and want to see how someone else set things up, especially scheduling.

NOTE: Due to new sharing permissions, it is more important than ever that everything is on your PERSONAL account. OCPS emails create sharing issues and may make invisible documents.

My Personal Recommendation

Two things that kept me sane during Guys and Dolls -

I had a folder called Lists 4 SM in the Stage Management folder where I kept everything that was just for me and didn't need to be seen by the design team or anyone else. Then in that folder was my "Anxiety Folder" where all my random rehearsal notes and half-built spreadsheets went - just makes it easy to organize your thought process
I had an iCloud note on my phone that I updated for my team every day - it had reminders, set up and break down procedures for rehearsals, and the tasks for each day and who would be where doing what. I don't know what I would have done without that note, and since it was on iCloud I could share it with my team. Highly recommend especially because it creates a quick space for informal notes!

Your Templates (Docs & Sheets)

You will create your own templates for daily calls, rehearsal reports, and paperwork. While you can use others for reference or inspiration, it will be super helpful to make paperwork that makes sense to YOU and is unique to your style! During pre-production you will set all of this up.

Take the time to get to know the basics of Google Sheets and Google Docs, especially how to manipulate borders, table properties, etc. in Google Docs.

Basic (like, VERY basic) Computer Troubleshooting

Reload the page
Poke around in your computer settings
Poke around in your Chrome or browser settings
Poke around in the site settings (e.g., Airtable or BAND)
If a file is causing you problems online, try downloading it
Use the knowledge you DO have––can you find a workaround?
If all else fails, restart your device
If all else for real fails, Google the issue

Google Sheets Tutorial

If this is not helpful to you, search for more online. This is just the basics––there is a lot more to learn by playing around with the tools.

Google Docs Tutorial

This video specifically references tables in Google Docs, but you can find many others online.

Blocking Slideshow

If it helps to visualize blocking, you can also digitize it. Below is an example of a blocking PowerPoint from Mamma Mia (SM: Alejandra Rivera-Campo). The groundplan is uploaded as the background and the characters are smiley face shapes. This may or may not be helpful to you.

Blocking Formations

SM Designs

Paperwork Logo: Name of show with an image to go at the top of spreadsheets

Place Cards: Name & position cards folded over for production meetings

Binder Covers: Covers for Cast, Director, and SM team scripts

Seating Chart: For production meetings. Arranged by position.

Another example of a design you may want to create is a Break Warning Card. These could be laminated and would say "5 minutes until break" or "time for break" to give to the director as a warning.

Airtable

You can create a workspace in Airtable for your show. This will include any forms that get send out such as T-Shirts or Usher information, as well as the auditions Airtable base.

BAND

You are in charge of all show functions within the BHS Theatre BAND, including albums, chats, the calendar, files, and subgroups. You must:

Create a calendar for your show with a unique color and keep it updated with rehearsals, shows, and all other important events related to the show
Create chats for your show: one for cast and one for production team/crew. Add everyone involved to your chats. You are in charge of making sure they are invited.
Create an album for your show and post it––early on and later in the show process so people can upload all their photos throughout.
Upload any static files (e.g. not a live Google document) into a folder for your show under Files. You can make a post and sort the file after as well.
Create subgroups for your show and add all needed members to them. Depending on what you need, this may be separate ones for company, cast, and production team, or just a company one of everyone involved. When you post something show-related, tag the subgroup so they can receive the update.

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