Stage and performance
Draft program notes from verified contributor information
Program notes describe the work and credit people in wording each contributor has approved. Gather the title, an approved description and every credit with its source first. If a biography or role has no source, leave it out or ask the person directly.
A text to start with
I'm writing program notes for [work title]. The approved description is: [text]. Contributors, with confirmed roles and the source of each: [names, roles, sources]. The exact approved biography text for each contributor is: [name and approved wording, or no bio supplied]. Draft concise program copy using only this information. If a biography is missing, include the confirmed credit only. List any name, role or credential that needs confirming before it appears.
Example request. Change the details to fit your situation.Program copy source sheet
Work title: [ ] Approved description: [ ] Who approved it and when: [ ] Contributor name as they write it: [ ] Role in this production: [ ] Source for the role: [ ] Biography text: [ ] Permission to print the biography: [yes / no / not yet] Approved by and date: [ ] Exclusions or name requests: [ ] Unconfirmed items to resolve before printing: [ ] Final proofreader: [ ]
Facts that need a second look
Compare each name with how the person writes it themselves, including spelling and accents. Check that every role matches your cast or crew list, since titles shift during production. A biography written by someone else or copied from an old program may be out of date or unapproved, so confirm permission before printing it. Watch for credits, awards or training the draft added to sound impressive. Anyone who asked not to be named should be absent. Keep a record of who approved what.
Ask another agent to check the result
Check this program copy against my source sheet. Flag any name spelled differently, any role not on the source and any biography without recorded permission. Point out credentials, awards or training in the draft that no source supports.
Get approvals before printing
Send each contributor only their own credit and biography for confirmation, using your normal contact method, and record the reply beside their entry. Replace anything unconfirmed with a plain role line or remove it. Proofread the full page for spelling and order, then have someone outside the production read it once before it goes to print.