As a dance studio owner, one of the most important and stressful events of the year is undoubtedly the recital. The excitement of the performers and their families is palpable, but behind the curtain, there’s a complex orchestration that ensures everything goes smoothly. Backstage management plays a critical role in the success of your recital, and proper planning and organization are key to making sure everything runs like clockwork.
In this blog post, we'll dive into best practices for backstage management that will help you create a smooth and stress-free experience for both your performers and your team. Let’s explore how you can keep everything under control behind the scenes and ensure a successful event.
1. Create a Detailed Backstage Plan
Before anything else, ensure you have a comprehensive backstage plan in place. This includes scheduling, roles, and responsibilities. Use Prosody Backstage to keep track of your plan and communicate it to parents and staff. Your plan should cover:
Arrival times: Set specific times for dancers, staff, and volunteers to arrive.
Warm-up schedules: Allocate time for dancers to warm up and prepare.
Costume changes: Plan the sequence of performances and ensure there is adequate time for costume changes.
Run-throughs: Schedule at least one full dress rehearsal to iron out any potential issues before the big day.
Having a clear, written plan allows you and your staff to stay organized and ensures there’s no confusion during showtime.
2. Designate Clear Roles and Responsibilities
Backstage can get chaotic, but having a team of well-defined roles can help maintain order. Use Prosody Backstage to make assignments and manage tasks for staff and volunteers. Assign tasks to your staff and volunteers, such as:
Stage Managers: Oversee everything backstage, ensuring dancers are ready for their cues and that the right props and costumes are in place.
Costume Assistants: Make sure costumes are organized, clean, and ready for quick changes.
Dancer Coordinators: Ensure that dancers know where to go at all times, from the warm-up area to the stage, and keep them calm and ready.
Runners: Help dancers who are nervous about quick costume changes or navigating the backstage area. Spotters can ensure they don’t miss cues or get lost.
3. Set Up a Dancer’s Holding Area
The holding area, or "backstage waiting area," is essential for keeping your dancers calm, organized, and ready for their performance. Use Prosody Backstage to create your backstage locations, backstage assignements, and check in/check out procedure. Ensure this space:
Is spacious and well-organized: Dancers need to have room to move around, do last-minute stretches, and stay focused.
Is equipped with essentials: Provide water, snacks, and basic supplies (like hairpins, makeup kits, etc.) to keep dancers comfortable.
Has clear signage: Use signs or colored sections to clearly demarcate where dancers need to be at different times.
Is supervised: Designate someone to be the point of contact in this area to ensure that everyone is in the right place at the right time.
4. Prepare for Costume Changes
Costume changes are often one of the most stressful aspects of backstage management, especially if there are quick changes between numbers. Use Prosody Backstage to identify quick changes easily and keep track of quick changes. To minimize stress:
Plan for quick access: Ensure dancers know where their costumes are and have everything they need—shoes, tights, accessories, etc.—in one organized spot.
Assign dressers: Having volunteers or staff members designated to assist with quick costume changes can make the process seamless.
Use designated areas: Set up separate changing spaces to avoid congestion and maintain privacy for your dancers.
Practice during rehearsal: Do a run-through with costume changes, so dancers and their helpers know what to expect and can move efficiently.
5. Use a Detailed Stage Manager Checklist
A stage manager's checklist should cover every little detail to ensure smooth transitions and no forgotten cues. Use Prosody Backstage to manage you show order, tech sheet, and line up orders. The checklist can include:
Performance order: A detailed list of the recital lineup, including which dancers perform in which number and in what order.
Props and set pieces: A list of any props or set pieces that need to be brought on stage, placed, or removed.
Lighting cues: A list of lighting or sound cues to be aware of, especially if there are specific moments in the performance that require particular lighting effects.
Safety checks: A checklist for all safety protocols (e.g., ensuring exit doors are clear, dancers have safe passage, etc.).
Having a detailed checklist ensures that no detail is overlooked, and it helps your backstage team stay on top of their responsibilities.
6. Clear Communication is Key
Effective communication is crucial in backstage management. Keep everyone in the loop by:
Using Prosody Backstage: Up to date details and efficient communication is key.
Creating a master tech sheet: Provide a detailed cue sheet that outlines timing, stage changes, and who is responsible for each task.
Using a loudspeaker system: Ensure your stage manager can communicate with the dancers and crew as necessary.
7. Stay Calm and Positive
It’s easy for backstage chaos to affect your energy, but your calm demeanor will set the tone for your dancers and crew. Lead by example—keep things positive, encourage your dancers, and reassure your staff if things get tense. Keeping a level head under pressure ensures that your team remains focused and able to handle any unexpected challenges.
8. Have a Plan for Emergencies
Even with all the best preparation, things can go wrong. Always have a backup plan in case of:
Costume malfunctions: Have extra costumes and accessories on hand for quick fixes.
Technical difficulties: Ensure a technician is nearby for any issues with music or lighting.
Injuries or illness: Have a first-aid kit and know where the nearest medical personnel are located.
By being prepared for emergencies, you can respond quickly and minimize disruptions.
9. Post-Recital Debrief
Once the recital is over, it’s time for a post-event debrief. Sit down with your staff and volunteers to discuss what went well and what could be improved for future performances. It’s an opportunity to celebrate your team’s hard work and make adjustments for the next recital.
Conclusion
Backstage management is a crucial element of a successful recital, and it requires careful preparation, organization, and a lot of teamwork. By implementing these best practices, you’ll ensure that your dancers have a smooth and memorable experience, and your audience enjoys a flawless show. With good planning, clear communication, and a strong team, your recital will go off without a hitch. Prosody Backstage is the perfect tool to ensure your recital is positive and successful.
Here’s to a successful season of performances—and happy dancing!
