A Prompt Book should contain every document you would need to recreate the production exactly as is. This includes technical documents, blocking notes, and cues. The Prompt book should be able to answer all questions about the production.
If you are building your first prompt book and have questions about what the book should look like, what you should use to divide sections, and other helpful knowledge, check out Part 1: How to Make a Prompt Book. I cover some of the same info there, but start from the basics for anyone creating their first Prompt Book.
I typically organize my prompt book into 3 categories, General Information, Rehearsal Documents, and Performance Documents.
Category 1: General Information
The General information category of my prompt book contains all scheduling documents and technical paperwork. I put this first to keep the pages an easier to write on in the next two sections. This is the catch all section which I divide further for organization.
I have listed them in the order that I keep them in my prompt books, but this is by no means the only way to organize your book. If you find something doesn’t work for you, change it. Every SM is different, and you should always use the setup which works best for you.
Scheduling
This should include any information necessary to create schedules including:
- Production Calendar
- Weekly Schedules
- Daily Calls
- French Scene Breakdown
Cast and Crew Info
Include:
- Contact sheet
- Emergency Medical Info
- Other Actor Info (Headshots, Measurement Sheets, etc.)
- Actor Preference Sheets
I include the headshots and measurement sheets to help with replacement of an actor if necessary, and the preference sheets to keep notes on little details which help avoid conflicts and keep the company members happy.
Company Policies and Procedures
Here you should keep things like:
- Emergency Procedures
- Covid Policies
- Anti-Discrimination/Sexual Harassment Policies and Procedures
- Child Actor Policies
Union Info
Include:
- AEA contract (sometimes stored separate)
- Equity Deputy Sheet
- Extra copies of all Equity “Must Post” Policies
Scenic Info
Here you should keep documents which are helpful to refer to when talking about specifics of the set like:
- Scenic Ground Plan
- Renderings
- Paint Elevations
- Set Dressing
- Line Schedules (Fly system info)
- Mini-Ground Plans (Scene-By-Scene)
Projection Info
Paperwork here should include:
- Cue Sheet
- Mini Renderings (Scene-By-Scene)
You should also request a digital copy of the show file to keep on a flash drive which stays with you incase the computers are lost/damaged/stolen/catch on fire. There should already be a backup somewhere, but it never hurts to have an extra.
Properties (Props) Info
This includes:
- Prop Preset List
- Props Tracking Sheet
- Photos of each prop
Costumes Info
Anything Costume related should make its way into this section. This should include:
- Costume piece list
- Costume Tracking (Breakdown)
- Renderings
- Quick Change List
- Photos of Final Costume Looks
- Fabric samples (optional. I almost never get these to include, but would be helpful on a longer run.)
Lighting Info
This should include:
- Cue Sheet
- Follow-Spot Cue Sheet
- Light Plot
- Channel Hookup
- Instrument Schedule
- Color Schedule (Gel Count)
- Magic Sheet
Category 2: Rehearsal Documents
These documents are all the things you will use daily in rehearsal. This will include:
- Blocking Script
- Sheet Music
- Glossary
- Table of Contents (with Page numbers for starts of scenes)
Category 3: Performance Documents
These documents are anything you want access to during a performance. This includes:
- Cue Script
- Sheet Music
You will also want a notepad for taking notes, but this won’t go in the rings of the binder.
If you are looking for more on making your first Prompt Book, check out Part 1: How To Make A Prompt Book which goes into detail on what creating a prompt book from scratch.
