The Art of Props Management

Sourcing, making, tracking, and keeping props organised throughout a production.

The Art of Props Management

Props are the objects that bring a production to life—from the sword in the duel to the cup of tea in the drawing room. Managing them well requires organisation, creativity, and attention to detail.

What Counts as a Prop?

Generally, props include:

  • Hand props (carried by performers)
  • Personal props (specific to characters)
  • Set dressing (items that dress the stage)
  • Practical props (items that actually work—phones that ring, lamps that light)
  • Consumables (food, drink, items used up)

Props don't usually include:

  • Costumes (even accessories—usually wardrobe)
  • Furniture (usually set department, but this varies)
  • Weapons (often separate management)

Boundaries blur—clarify early what you're responsible for.

The Props Process

1. Reading the Script

Go through carefully. Note every object mentioned or implied.

2. Props List

Create a comprehensive list:

  • Scene reference
  • Character who uses it
  • Description
  • Special requirements (practical? consumable? breakable?)

3. Design Meeting

Meet with director and designer:

  • What's the look/period?
  • Any specific requirements?
  • What can be flexible?
  • Budget constraints?

4. Sourcing/Making

For each prop:

  • Can we borrow it?
  • Can we buy it cheaply?
  • Do we need to make it?
  • Can we adapt something we have?

5. Rehearsal Props

Get stand-in props into rehearsals early. Cast need to work with objects.

6. Final Props

Prepare the real items for tech week:

  • Right appearance
  • Right functionality
  • Safe
  • Durable

7. Shows

Manage props through the run:

  • Preset before shows
  • Tracking during
  • Checking between
  • Maintaining throughout

The Props Table

Backstage essential:

  • Clear space for each prop
  • Marked positions (tape outlines)
  • Labelled by scene or character
  • Preset list for checking
  • Quick access for changes

Sourcing Props

Borrow:

  • Your own society's stock
  • Other societies
  • Cast and crew (be careful with valuable items!)
  • Local businesses
  • Museums/heritage organisations (rare but possible)

Buy:

  • Charity shops (goldmines for period items)
  • Online marketplaces
  • Specialist suppliers
  • Everyday shops (modern items)

Make:

  • Workshop construction
  • Papier-mâché
  • Foam and carving
  • 3D printing (increasingly!)
  • Adaptation of existing items

Making Props

Key principles:

  • It needs to look right from the audience (distance matters)
  • It needs to work reliably
  • It needs to be safe
  • It needs to last the run

Common techniques:

  • Painting and ageing
  • Lightweight construction (foam over frame)
  • Adapting found objects
  • Creating multiples (breakaway items)

Practical Props

Items that actually work need extra attention:

  • Phone rings—test and retest
  • Lamps light—check wiring is safe
  • Doors lock/unlock—don't trap your actors!
  • Food and drink—consider allergies, preferences

Consumables

Items used up each performance:

  • Food and drink (practical to prepare fresh)
  • Breakable items (need spares)
  • Paper items read aloud (fresh copies)
  • Anything destroyed (blood packs, etc.)

Plan for the full run plus rehearsals. Budget accordingly.

Weapons and Special Items

Stage combat weapons:

  • Safety checked before every use
  • Stored securely
  • Specific handling protocols
  • Fight director approval

Unusual items: Anything out of the ordinary needs risk assessment and appropriate handling.

During the Run

Before Each Show:

  • Check every prop is present
  • Check practicals work
  • Replenish consumables
  • Set props in position

During the Show:

  • Track what goes on and off
  • Catch items coming off stage
  • Quick changes (getting next items ready)
  • Handle the unexpected

After Each Show:

  • Check everything returned
  • Note any damage
  • Prepare for next show
  • Secure valuable items

Documentation

Keep records of:

  • What you have (inventory)
  • Where it came from (returns needed)
  • Any special requirements
  • What worked/didn't work (for future)

Skills to Develop

  • Creative problem-solving
  • Basic making skills
  • Organisation and tracking
  • Communication (with cast, director, SM)
  • Research (period accuracy)
  • Quick thinking (when things go wrong)

Props may seem minor, but they're what performers actually interact with. Getting them right makes performances authentic.