Play Rehearsal Scheduler
PRE-PUBLICATION DRAFT
STAGE DIRECTIONS
COPYRIGHT 2001
AUTHOR: Patrick Finelli, Ph.D.
CATEGORY: Computers Online
TITLE: Play Rehearsal Scheduler
Theatre production management involves many different elements from cast and crew to lighting, set, props and wardrobe. Although there are many specialized forms for managing some tasks such as cue sheets, instrument schedules and prop lists, some might wonder if there is a better way. How do you keep track of the numerous elements in your productions? OnSet Software is a new company that answers this question with software tools designed in response to specific production needs by a team led by an award-winning Director of Photography for television, feature films, and commercials.
The company’s goal is to develop a suite of programs in collaboration with working directors, producers, production personnel, and crew members. OnSet’s staff consists of working professionals who are not full time programmers, so the process of developing products has been slow, typically in the 12-18 month range for each one.
I visited the Website to get an idea of OnSet’s product line. The company promises to produce a series of production management software programs, and their first effort is available now in a test version. It is called Play Rehearsal Scheduler (PRS) and you may download a demonstration version from their website. Registering the program will give you the full release version, provide you with enhanced functionality, a printable manual, better help files, and entitle you to a year of updates and email help.
PRS is the only OnSet product with a downloadable demo version, but there is a datasheet for the Movie Management System and there are "screen shots" (views of software screens) for MMS and the Production Tape Library. Their other programs appear to be oriented primarily towards film and video, but PRS is clearly geared for theatre.
I dialed the number listed on the Website and spoke with David Sperling, the creative force behind OnSet software. He told me that the original idea for the product came from his wife, who was a drama teacher looking for a way to schedule rehearsals. Sperling’s production experience as a cameraman for film and television led him to develop PRS, a database program that lets you enter information about rehearsal schedules, contacts for personnel, support staff, vendors, lists of props, wardrobe and even groundplans or pictures of sets.
OnSet’s approach utilizes a database model allowing multiple ways to view, sort, organize and report data. The program uses the familiar drop-down menus with commands such as the ubiquitous "File" and "Edit" but also the unique "Scene Type," "Character Roles" "Cast/Crew" and "Activities."
Once the information is organized in the database, the members of your production team may access it in different ways. If you run the program on a network, all of the members of your production team can have simultaneous access to the data.
The company states that programs are currently being beta tested in the USA and in Europe, and suggests that a limited number of additional beta sites are available. If you are interested in becoming a beta site, you might contact the company directly. Stage Directions’ Consulting Editor Stephen Peithman tried a beta version and came up with a few suggestions that were quickly implemented by OnSet’s talented programmers. Peithman noted that it is very useful to include the day of the week in a rehearsal schedule, particularly for a community theater where it would be important to know whether a rehearsal is on a Monday night or a Sunday afternoon. The "Activity Copy Button" was put in to make it easier to enter information that is basically the same except for a change in date such as a six-week performance schedule. You can copy the essential info and paste it into a new entry, then just change the date. The "Activity Type" and "Character Type" choice is meant to allow more flexibility in creating reports.
Sperling is also studying the possibility of adding a "group-select" function at Peithman’s request. This would make it possible to create a rehearsal that grouped, for example, scenes 3, 7, 9 and 12, or allow you to schedule a run-through of Act One.
The beta CD I received contained two different installation versions of the program:
One was an "empty" version of the program, ready for user input. It comes bundled with a manual and "readme" file which explains how to use it. The programs runs from the Windows/Start/Programs menu and are placed in the OnSet program group.
The other program installed the same program to a different directory, but included sample data in the files so you can see the program at work without going through the process of entering data. The dataset in it is based on a production of Midsummer Night's Dream. The CD included pictures and blocking diagrams to test the program operation. I jumped into the version with sample data to get a feel for how it works. After the usual File and Edit tabs, the General section contained a number of categories such as Activity Types (Audition, Dress Rehearsal, Meetings, Performance, Read Through, Rehearsal, Tech Rehearsal), Character/Roles and Vendors/Suppliers. For example, if you double click on Dress Rehearsal, you see the date, day of the week and time. If you double click on one of the Suppliers, let’s say Prop Rentals, you’ll find the contact name, e-mail, telephone and address along with a space for notes (e.g. "will donate food props in exchange for program advertising").
According to Sperling, OnSet is in the process of integrating a number of features into the program that are scheduled to reach the release level in late February or early March. He’s working so fast that the documentation manual is currently about three weeks behind the program.
This program version has all reports enabled, as well as an electronic user manual, help within the program as available, and e-mail tech support. A utility in this full version will allow your existing data files from earlier versions to be read and upgraded to be used by this version of the program. After this conversion takes place, you may no longer be able to read your data files with earlier or demo versions. It is important and necessary that you make frequent backup copies of your work files.
The program retails for about $65 and there is a growing base of users in schools, colleges, community, regional and repertory theatres.
The license agreement states that you may use the program for its intended use of breaking down and planning theatrical productions. You may use this program on as many computers as you personally access, as long as the program on each is installed through this installation program. This program may not be broken down and distributed in parts.
Contact information:
OnSet Software
870 Sycamore Avenue
Tinton Falls, NJ 07724
E-mail: talk2us@onsetsoftware.com
Website: http://www.onsetsoftware.com/
© Copyright 2001 by Patrick M. Finelli. All rights reserved. These pages are protected by United States and international copyright laws. Copying or distribution by any means is strictly prohibited.