Confirm who collects props from storage before a performance

Agree the exact storage location with any access instructions, which specific props are on the collection list, and what time they must arrive backstage. Confirm who holds keys or codes if the storage is locked, and whether the collector needs transport or help carrying bulky items. Decide how the collector will report that everything is safely at the venue, and who they contact if something is missing or damaged when they open the storage.

Props should arrive with enough time to check every item against the list, set them in their correct backstage positions, and find replacements if anything is missing or broken. For an evening performance, aim for early afternoon so the stage manager and cast can rehearse placement and resolve problems before the audience arrives. A rushed delivery minutes before curtain leaves no time to fix issues that could halt the show.

They should tell the group as soon as they know they cannot collect, not wait until the last moment. The group then decides who else can go to storage instead, making sure that person has keys, access instructions, and transport. If no one is available, the director or stage manager decides whether to postpone, borrow replacement props, or cut scenes. Everyone needs enough notice to make that decision and act on it.

One person can coordinate but others can help carry or transport if the props are heavy, fragile, or numerous. Agree who opens the storage, who checks items off the list, and who confirms everything is loaded. Each helper should know what they are responsible for so nothing gets left behind. The coordinator messages the group once all helpers confirm their portion is delivered and checked backstage.

The collector sends a message to the group or director once all items are in the agreed backstage location and checked against the list. They should mention if anything was missing, damaged, or different from expected so the group can decide what to do. A simple written confirmation gives everyone certainty that collection is done, and creates a record of when it happened in case questions arise later about timing or responsibility.

The collector messages the group immediately to say which items are missing and asks whether to search elsewhere, borrow substitutes, or return without them. The director or stage manager decides the next step based on how essential those props are. Waiting until delivery to mention missing items wastes time when others could already be searching or adapting. Prompt notice gives the group maximum time to solve the problem before curtain.

The director or stage manager for each performance confirms which props their show needs, checking against the inventory list to avoid taking items another group requires. If two shows need the same prop, they agree a handover time or find a duplicate. The collector follows the confirmed list so they bring only what belongs to their performance and leave everything else undisturbed for other users of the shared storage space.

Photographs help if there is later disagreement about what arrived or the condition of fragile items, and they give absent cast members a preview of what to expect. The collector can send a quick picture to the group showing the props laid out backstage, which also confirms visually that collection is complete. This is especially useful for valuable or borrowed items where everyone wants a record of their safe arrival and placement before the performance begins.