We work on a lot of different types of shows. From large scale concerts with multiple acts, to speaker events with a moderator, and everything in between. One role that we have found can really make a difference in keeping an event running smoothly is the presence of a “stage manager.”
What is a stage manager?
A stage manager organizes and coordinates the minute-by-minute schedule and moving parts of what is happening onstage at an event. The primary goal of a stage manager is to keep things running on time, make sure people are where they need to be when they need to be there, and to effectively communicate any changes to all parties involved.
What are the responsibilities of a stage manager?
We realize show days can change, adjustments need to be made, but a stage manager can help make those small changes quick and painless. A few ways they do that is by…
- Giving 5-minute warnings to those waiting for their sound check time, stage time, changeover time, etc.
- Alerting backstage personnel of any changes to the timeline
- Checking in with production periodically to ensure things are going as expected, or alerting others if the timeline needs to change
- Getting the “all clear” to open the doors to the venue and let attendees in
- Making sure artists get safely on and off stage (i.e. if they need a flashlight to get safely up the stage stairs, be sure to shine one)
- Informing touring personnel of any curfews, stage announcements/emcees, or changes to the schedule
- Reminding the tour manager of stage time and set length, as one final check in before their set
- Warning security if they see any situations that needs attention (i.e. a person at the barricade is about to pass out but no one is noticing)
- Ensuring that no one is backstage or onstage that should not be; if they see someone who isn’t supposed to be there, they can turn them away or ask security to get involved
- Keeping track of time. For instance, some Q&A moderators do not monitor timing so they will need a signal from the stage manager of when it is time to wrap up
- Remaining backstage in a central location so anyone with stage or timing questions can easily find them
What tools does a stage manager need to succeed?
- Easy access to a detailed schedule with the ability to make quick changes (tablet, phone, good ol’ fashioned paper & pen)
- Physical copies of the schedule to post backstage and/or share with event personnel
- Radios or other communication devices that can link essential event personnel together for quick updates
- A cell phone + portable charger so you can connect with teams who aren’t on radio all day
Who can serve as a stage manager?
Anyone with an organized brain and the confidence to “direct traffic.” If you are hosting a show at a college campus, this is an awesome learning opportunity for a lead student. It allows them to play an integral role in the success of your event, keep things running on time, assert leadership, establish credibility, and more; not to mention they get to be very close to the artists. If you are not a campus, any event planner that is informed of all the necessary details can manage this role successfully.
Jolene Chevalier
Founder & Talent Buyer | How To Concerts
Jolene has been a middle buyer for over a decade, helping colleges and others with their concerts, comedians, and speakers. (And, yes, she is named after the Dolly Parton song.) She would love to talk with you about helping to book, plan, and prepare for your event.
Jolene Chevalier
Founder & Talent Buyer | How To Concerts
Jolene has been a middle buyer for over a decade, helping colleges and others with their concerts, comedians, and speakers. (And, yes, she is named after the Dolly Parton song.) She would love to talk with you about helping to book, plan, and prepare for your event.
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