Stage and performance
Build a rehearsal schedule from scene requirements
Start from the scenes. For each one, record who it requires, the space it needs and how long it takes. Then place scenes where those people are free, so no one is called to a block without a role in it.
A text to start with
I am scheduling rehearsals for [production name]. Each scene is listed with its required performers, space and time needed: [scene list]. Performers' stated conflicts are: [availability by person]. Available dates, times and spaces are: [slots]. Propose a schedule that calls only the people each scene requires. List any scene that cannot be placed and say what blocks it. Do not contact anyone.
Example request. Change the details to fit your situation.Scene requirements and conflict sheet
Production: [ ] Rehearsal period: [ ] Spaces available: [ ] Scene: [ ] Required performers: [ ] Optional or understudy: [ ] Space needed: [ ] Time needed: [ ] Known conflicts: [ ] Conflict confirmed or assumed: [ ] Block date and time: [ ] Space: [ ] Scenes in this block: [ ] People called: [ ] People not called and why: [ ] Changeover time between scenes: [ ] Scenes not yet placed: [ ] What blocks each one: [ ]
Conflicts and missing people
Check every block for a performer who appears in two places at once, including adjacent blocks with no changeover or travel time. Then check the reverse: a scene placed where a required performer is unavailable, or a scene that loses a role because someone was left off the call. Understudies, doubled roles and offstage voices are easy to leave out of a scene list. Treat availability as what each person reported, and mark anything uncertain as unconfirmed.
Ask another agent to check the result
Check this schedule for any performer listed in two blocks that overlap or sit too close together. Then check each scene against its required performers and flag any scene missing one. Cite the block and scene for each problem. Do not fix the schedule until I decide how to resolve them.
Confirm before you publish
Walk the draft block by block against your scene list and availability notes. For each unplaced scene, record what blocked it and the smallest change that would fix it, such as another space or one person's flexibility. Decide who sends the schedule and when. Ask performers to confirm their own blocks, and keep changes in a revised version.