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Template II

Opening night run of show

Opening night has two shows: the one on stage and the one in the lobby, and only one of them got a tech week. This run of show keeps the second one on schedule, from the afternoon notes session to the last guest at the party. Adjust it to your house, your curtain time, and your company’s traditions.

Afternoon

TimeWhat happensWhoNotes
1:00 PMFinal notes sessionDirector, cast, stage managementShort and kind; tonight is not the night for new blocking
2:00 PMFlowers and gifts delivered to stage doorCompany manager, stage door staffLogged by recipient and held until the half
3:00 PMPress check-in desk setPress rep, FOH staffTable, press list, tickets in labeled envelopes, and printed press kits
3:30 PMStep-and-repeat setProduction manager, events leadLit and tested, with a clear path past it for guests who skip photos
4:00 PMLobby and bar setHouse manager, bar managerSignage up, will call tables set, and accessible routes clear
4:30 PMParty venue checkEvents leadCatering, bar, sound, coat check, and the guest list at the door
5:15 PMFOH staff call and briefingHouse managerUshers, bar, box office, and security: the lanes, accessibility, and who handles problem tickets
5:30 PMWill call opensBox office managerEarly pickups take pressure off the 6:15 PM rush
5:45 PMPre-show checksStage management, cast, crewFight call, mic check, and preset as usual; the occasion doesn’t change the checklist

Doors and lobby

Lobby doors at 6:15 PM; the house opens at the half.

TimeWhat happensWhoNotes
6:00 PMPhotographers in positionPress repArrivals photos at the step-and-repeat
6:15 PMLobby doors openHouse managerWill call, VIP, and press lanes all open at once
6:15 PMVIP laneEvents lead, FOH staffNamed list for producers, board, and VIP guests; escorted to the pre-show reception
6:15 PMPress lanePress repTickets and press kits handed over; critics shown a quiet route to their seats
6:15 PMWill callBox officeLines split alphabetically, with one floater for problem tickets
6:30 PMThe halfStage managerCalled backstage; flowers and cards go to dressing rooms now
6:30 PMHouse opensHouse managerOn the stage manager’s go; ushers seat by section
6:45 PMFifteen-minute callStage manager, house managerBackstage call; lobby chimes, and the VIP reception wraps
6:55 PMPlacesStage managerCalled backstage five minutes before curtain; FOH clears the lobby
6:58 PMHouse to the stage managerHouse managerThe house is given; latecomers wait for the first late-seating point

The show

Sample running times: a 70-minute first act, a 20-minute intermission, and a 55-minute second act.

TimeWhat happensWhoNotes
7:00 PMCurtainStage managerAny opening night hold is agreed in advance and kept short
7:00 PMLate seatingHouse manager, ushersLatecomers seated only at the agreed hold point
8:10 PMIntermissionHouse manager, bar staffBar service with preordered drinks waiting; someone watching the restroom lines
8:10 PMPress check-inPress repAvailable, not hovering; nobody asks a critic what they think
8:25 PMFive-minute callStage manager, house managerLobby chimes; the bar closes
8:30 PMSecond actStage managerGoes once the house manager gives the house
9:25 PMFinal curtainStage managerRunning time logged in the performance report

Curtain call and after

TimeWhat happensWhoNotes
9:25 PMBowsCast, stage managementThe rehearsed curtain call; a creative team bow only if it was rehearsed too
9:30 PMOpening night speech (optional)Producer or artistic directorTwo minutes, thanks only; handheld mic preset in the wings
9:35 PMHouse exitsHouse manager, ushersParty guests pointed to the walking route or shuttles
9:35 PMCompany moment backstageCompany manager, stage managerA few minutes for the company alone before the public part of the night
9:50 PMCast to the partyCompany managerOut through the stage door with a staffer; a set time limit for autographs
10:00 PMTheater securedStage manager, house managerPerformance and house reports filed; flowers and gifts sorted for pickup

The party

TimeWhat happensWhoNotes
9:45 PMParty doors openEvents lead, venue staffGuest list and wristband check at the door; coat check staffed
10:05 PMCast arrivesCompany manager, press repOne photo moment on arrival, then the cast is off duty
10:15 PMToastProducerOne short toast, not a microphone tour
10:30 PMSecond food serviceCateringThe cast hasn’t eaten since the afternoon; make sure they can
10:45 PMReviews, if notices are due tonightPress rep, producersRead in a side room first; producers decide when and how the company hears
12:30 AMLast callBar staffWater out, coats ready, and rides lined up at the door
1:00 AMParty endsEvents leadCollect lost and found; settle with the venue the next day