Stage Management Considerations, Unique to Youth Events
I have had the honor to lead the Stage Management course in the Saint Mary’s College MFA in Dance program over the years. I am an alumna of the program (MFA 2016), and Linda Baumgardner’s Stage Management course was one of my favorite courses. I loved putting names to tasks and concepts I have informally explored throughout my career, and I loved considering the transferable skills from stage management to many aspects of my career: communication, problem solving, anticipation and forecasting, and much more.
This fall, while leading the course as an Independent Study for four MFA students, I realized how little writing is available about stage managing youth events. So, this article hopes to share with future students, and the broader dance community, some ideas and considerations specific to youth performances.
Youth dance performances can take place in a variety of settings:
* K-12 schools
* Musicals
* Summer camps and intensives
* Studio performances and recitals
* Competitions
* Festivals
Size and scale can greatly vary. Many events run over a short time span, including a tech rehearsal and performance within a day.
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Unique Challenges with Youth Events
* Long shows
* Lots of numbers/pieces
* Lots of students backstage
* Quick costume changes
Background Checks
Unlike with many SM gigs in the broader dance field, a background check is essential due diligence when working with students under 18. Your employer or school might require you to get fingerprinted. And if you are the SM and are hiring additional crew, consider that everyone gets fingerprinted.
ASMs
Speaking of ASMs (assistant stage managers), in some school settings a student might be in the role as ASM. In some studio settings, parents might be volunteer ASMs. Both set-ups will require some training and onboarding. Consider making a bullet pointed document for your upcoming ASM.
Backstage!
The backstage environment has quite a few key details specific to youth events. The first bit of clarity needed: who is supervising the kids backstage? Do the teachers help out, or are they watching from the house?
To ensure a bit of organization backstage, assign spaces to each group; put up signage.
Provide clear guidelines with the students about noise and about cleanliness. As the Stage Manager, you might make a “sign out” procedure — where students clean up and have to have their area approved/reviewed before leaving the theater for the day.
Pre-show Meeting with Students on Stage or in the House
A circle up is key when working with a large group of students. Take a few minutes (5–10) to share who you are and what you will be doing. Go over key safety details: exits, first aid kit placement, and fire extinguisher location.
“Only come to me when/if….first go to….” Make clear, healthy boundaries about talking to you when you are on headset, especially if your SM station is backstage. Take this moment to remind the students who is backstage and there to help out with costumes, hair, injuries, and questions (teachers, parent volunteers, etc).
Is there anything backstage students should not touch or go near? Take a minute to show and emphasize these details too.
Last, if you want to have a sign out/leaving procedure, explain how it works at this moment in time.
Medical Information for Students
As the SM of a youth performance, you might be meeting students for the first time show day or just this week.
Add to your binder key information from the director or studio owner.
-Do any students have conditions that can lead to seizures?
-Do any students have serious allergies and have epipens in their bags?
In addition, other key medical related information includes knowing where the first aid kit is, closest AED, and ice machine or ice packs.
Setting Cues
Many youth events will have opening and closing speeches. Awards might be given out. These all need particular lighting cues, and possibly a mic or a projection.
Bows. Some youth productions make a whole dance/piece for the bows which might require several cues for lights and sound.
Tech Rehearsals and Clarity
Be realistic about the tech times for each piece. Some of the kids might have never been on this particular stage. How do you set them up for success?
Be really clear with each teacher about how long they have on stage and how many lighting cues/looks they get.
Pre-show Time on Stage
Many times, multiple classes will want time on stage to run their dance. Work with the director or choreographer to figure out how to “share the stage.”
Taking Care of Yourself!
Many youth shows, especially spring recitals, can we LONG.
-What do you need to get through a long day? Food, tea, foam roller, etc.
-Did you schedule in breaks into the long day’s schedule?
Who might step in as the SM for a youth event?
Last, this is a really important detail to cover. Many times there is not a job posting, series of interviews, and a hire for the SM role.
If you are the lone dance teacher at a K-12 school, you might be the default SM. You know the work intimately, especially the music cues, entrances, and exits. There also might not be a budget to hire an SM. (Possible alternative solutions include having alumni of your program help out, or asking a devoted colleague at the school to help you out.)
If you are a dance studio owner or director, you might be in a similar scenario. You might be running with a lean budget and be the default SM. You also already have many details in your head; it might feel “easiest” to have you step into the role as SM to manage timelines, rehearsals, and call the cues.
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I hope these details will help articulate and illuminate the unique details to run a successful youth dance performance, and that the Stage Manager feels prepared and supported to perform their job alongside a team of employees or volunteers to ensure a well-run, well-supported, and joyful event. At the end of the day, the hard work is so worthwhile. Seeing young people share and express onstage can be pure magic.
