Case study: In-house theatre production

This case study is for a theatrical production that is produced in-house. 

The case study outlines how performing arts venues can practice due diligence in each process of putting on a show, from contract negotiation to rehearsal to performance, and everything in between. 

Programming, contracting and show design 

Programmers
Consider the following when selecting shows:

• Size of cast
• Understudy cast
• Physicality of the piece (i.e. intimacy)
• Number of characters (i.e. costume changes)
• Duration/Intermission or number of acts
• Potential staging limitations (i.e. multi-level, enclosed spaces, scene changes)
• Budgetary aspects of design due to COVID-19
• Need for body mics
• Dressing room limitations

Contracting (director, designer, cast)
In addition to the above considerations, keep in mind:

• Health & Safety policies
• Visiting artists
  • Lodging close to venue/rehearsal
  • Keep out of town artists close together
• Audition process
  • By camera
  • Final callbacks in person?
  • Audition to a selection of tracks rather than in person accompaniment

Design concept

• Materials (i.e. easily sanitized)
• Levels (i.e. if an actor is standing above another)
• Costume/prop/set changes
• Costume/prop/set sanitization
• Turnaround time required between shows for proper sanitization
• No sharing of costumes & props
• If there are understudy casts, ensure separate costume, props
• Discuss haze & other atmospheric products and give consideration to local regulations

Build

• Costumes:
  • Fittings/measurements – Need to be in a space large enough to accommodate social distancing where applicable, or use CCTV to relay images to required personnel
  • Wardrobe staff safety
• Set /Properties/Paint
  • Consideration of scene change personnel
  • Tool sign out for daily use.
  • Commonly shared tools sanitized after each use.
  • Consider how your dust collection systems affect the airflow in the room
  • Authorized personnel only, and with proper PPE including N95 face mask & face shield
  • Consider easily sanitized materials
• Production/design meetings via online platform where possible
• All prop/set/wardrobe items must be sterilized before hand over to other departments

Rehearsals

• No shared coffee table/water coolers
• No physical information boards (Call Board)
• First day of rehearsal limited to essential personnel (First Read)
  • Consider doing the first week of rehearsal in camera
• Digital presentations for design
• Assigned seating
• Rehearsal equipment becomes individualized
• Individual storage container/area
• Room marked for occupancy flow
• Runs for design team may have to be on camera
• Staggered break times
• Cleaning schedule/Responsibility
• Rehearsal props/costumes individualized for use, cleaning, and storage
• Recommendation for COVID coaches in rehearsal (akin to an intimacy coach)

Set up

• Dressing room allocation
  • Repurposing of auxiliary spaces for overflow.

Onstage rehearsals

• Vocal & physical warm up
• Recommendation for COVID coaches in rehearsal (akin to an intimacy coach)
• Socially distanced notes sessions
• All props/set/wardrobe items must be sterilized before being returned to use
• Discussion of scene changes to ensure best practice Re-COVID Health & Safety
• Ensure proper spacing from performance to the closest audience member
• Review quick-change needs and space requirements (i.e. Quick change booths)

On-site processes leading up to performance

Cleaning in venue as per Health & Safety guidelines

• Prior to usher arrival

Usher team arrives in house

• Preshow orientation in designated area (not in the performance hall)

Show crew arrives

• Disinfect all handled stage gear (If not already completed post Rehearsal)

Artist call time

• Preshow health check of artist(s) & crew

Doors

• FOH Staff prepare and don appropriate PPE

(Performance) Dressing Rooms

• Proper allocation of spacing
• Repurposing of auxiliary spaces for overflow.
• Minimize contact of interdepartmental work (i.e. Laundry baskets for Wardrobe, Valuable collections from SM)
• Preshow check of sanitization prior to use

Post-performance & tear-down

End of show

• No meet & Greets or guests backstage (or before show)

Audience loads out

• FOH Staff prepare and don appropriate PPE

Crew takes down show

• Disinfect all handled stage gear
• Rental equipment to be disinfected after packing up
• Crew load trucks

Artist(s) prepare to leave

• Ensure artist areas have been disinfected
• Controlled access points

Crew Heads complete timesheets

• Paperless submissions

Crew and artists leave building

• Ensure artist areas have been disinfected

The technical director and artist management work in all spaces

• Follow all Health & Safety measures, policies, and protocols.