What are the best tools and methods for creating and updating a prompt book?

1 Choose your format

The first step is to decide what format you want to use for your prompt book. You can go for a traditional paper-based binder, a digital file on a laptop or tablet, or a hybrid of both. Each option has its pros and cons, depending on your preferences, budget, and accessibility. A paper-based binder is easy to annotate, flip through, and photocopy, but it can also be bulky, fragile, and hard to update. A digital file is convenient, portable, and easy to edit, but it can also be vulnerable to technical glitches, battery issues, and compatibility problems. A hybrid approach allows you to combine the best of both worlds, but it also requires more coordination and synchronization.

2 Gather your materials

In order to create your prompt book, you will need to gather all the necessary materials. This includes a copy of the script, which should be in a format that allows for notes and changes, as well as a cue sheet listing lighting, sound, and special effects cues. Additionally, you will need a blocking notation recording movements and positions of actors and props, a floor plan showing the layout and dimensions of the set and stage, a prop list identifying all props used in the show and their locations, a costume plot detailing costumes and accessories worn by each character, a contact sheet containing names, roles, and contact information of everyone involved in the production, and any other documents or materials relevant to your show such as rehearsal schedules, scene breakdowns, character bios etc.

3 Organize your sections

The third step is to organize your prompt book into sections that make sense for your show and your role. You can use tabs, dividers, labels, or colors to separate and identify each section. For instance, you may want to include a script with cues and blocking marked clearly, a cue sheet with columns for cue number, page number, description, operator, and standby call, a floor plan with symbols and labels for set pieces, entrances, exits, and sight lines, a prop list with columns for prop name, scene number, location, owner, and notes, a costume plot with columns for character name, scene number, costume description, changes, and notes, a contact sheet with columns for name, role, phone number, email and notes. Additionally, you may find it helpful to include other sections such as emergency procedures or tech notes.

4 Document your changes

The fourth step in the production process is to document any changes that occur, such as script revisions, cue adjustments, blocking alterations, or prop substitutions. It is essential to update your prompt book and communicate the changes to the relevant people. You can highlight or underline the changes in the script or cue sheet, use sticky notes or flags to mark the changes in the binder or on the screen, create a change log or summary of changes with the date, page number, description, and reason for each change, send emails or messages to the cast and crew with the changes and ask for confirmation, or hold meetings or announcements before or after rehearsals or performances to review the changes and answer any questions.

5 Protect your prompt book

In order to keep your prompt book safe, secure, and protected from damage, loss, or theft, it is important to take the necessary steps. These may include using a sturdy binder or case for extra durability, making copies or backups of your prompt book for emergencies, encrypting or password-protecting digital files or devices, storing your prompt book in a locked cabinet or drawer when not in use, and labeling the prompt book with your name and contact information in case it gets misplaced or returned.

6 Review your prompt book

Regularly reviewing and ensuring accuracy of your prompt book is the sixth step. You should check for errors, inconsistencies, or gaps that may affect the quality or safety of your show. Before each rehearsal or performance, read through your prompt book and make any necessary corrections or additions. Compare your prompt book with the original script or source material and note any discrepancies or deviations. Ask for feedback from the director, designer, actors, or crew on how to improve your prompt book. Test your cues and blocking with the actual equipment and props and make any adjustments or refinements. Lastly, evaluate your prompt book after each rehearsal or performance and identify any strengths or weaknesses.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?