Props

[Uma Mahadevan]

Hi,
 Here's the status:

1.  Ravi is the prop lead
2.  Latha, Satish, would you like to be part of his team?  Latha, since you have backstage responsibility and others that will come along, I asked Ravi to be the lead.

3.  We've identified a few starting props, such as the throne, trees, hut, large bow, boat (for Guha scene), a lounge chair for Kaikeyi, a stone that Ahalya can hide behind.

Action Items:
a. Ravi, can you please go to Hemakka's lab and take a look at the equipment and if possible, transport it to someone's garage in Cupertino? Ours has no space, unfortunately,
b. Latha, please send the contact info of the art teacher to Ravi, who can contact her.

Let's start here.

thanks
Uma

[Latha Srikant]

Hi Uma,

As we have another fund raising program organized by Ashwin and other kids in Dec 1st week, I'll be totally busy in that. That was the reason I said I can do the backstage coordination on that day. Sorry, I'm afraid I can be part of this team. I can pass on the art teacher number to Ravi for sure.

Regards,

Latha

Uma

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[Satish sista]

Hi,
I will be handling Accounts but won't be able to commit to helping with the props.

Thanks
Satish

On Sat, Sep 1, 2012 at 3:39 PM, Uma Mahadevan <umaha...@gmail.com> wrote:

Uma

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[Ravi Mikkilineni]

Uma,

 

For props here is my notes from a planning standpoint. Given that I am still new to the school (has only been 3 months), I need some help figuring out what resources (people, skills, materials & processes) are already available.  Need to discuss the list with you to get a head start. Let me know what time might work?

 

Just to make sure there is no confusion:

 

1. For this life, I have chosen planning, logistics and analytical skills over any artistic talents J So I'd need to leave the prop “Design” decisions to someone more qualified.
2. Quick way to reach me is on my mobile 650-888-6372. Leave me a message. But email is fine too.

Take a look at my notes below and let me know if I need additional tracking categories/items.

 

Thanks,

-Ravi

Key contributors:

1. Identify list of people that can help us with props and their roles along with contact info.
2. Categories: Design, Make, Borrow, Store, Transport, Decision Maker, Stage Helper

 

Finance:

1. Budget
1. Is there an allocated budget for props?
2. How are budget decisions made related to props?

 

Create:

1. Final List of props.
1. Who are the key contributors to prop selection?
2. When is the due date for the list to be finalized?
3. Who & How will the decision be made on when the list is final?
2. Identify Must-haves vs Nice-to-haves to prioritize prop creation.
3. List of props identified so far
1. Throne for Dasaratha, Janaka and Rama
2. Trees for the various forest scenes
3. Bamboo hut
4. Huge bow and arrow for the Swayamvaram scene
5. Boat for Guha scene
6. A lounge chair for Kaikeyi
7. A stone that Ahalya can hide behind.
4. For each identified prop track:
1. Buy vs. Make vs. Borrow decision
2. Who will design
3. Who will make
4. Who will buy
5. Prop Dimensions
6. What scene will it be used in
7. Priority (Must-have or Nice-to-have)
8. Storage Location & Storage contact
9. Identify Transportation logistics
10. Due date for the prop to be ready
5. Prop vs Costume: Need to clarify what is a prop vs costume for clear ownership.
6. Are there any video transitions in theater that can be used to supplement the props?
1. Are there projectors available in the theater?
2. If available, what content can we use?

 

Store:

1. Where can we store the props until event day?
2. How do we identify potential leads to borrow Garage space from?
3. How big are the props and will they fit in a garage?
4. Is renting a Self Storage location an option?
1. How big of a room is needed?
2. How much does it cost? Based on a quick check, A 6x12 size room costs: First month free & $150 from second month onwards

 

Transport:

1. What time are the props due on the day of performance?
2. Do we need a U-haul to transport or can we use a few minivans in multiple trips?
1. Do we have the budget for U-haul?
2. Will the props fit in a minivan?
3. Who can help transport?

 

 

Event Day:

1. Where can we store the props on location? Is there a designated area back stage?
2. How are the props transitioned during the show from scene to scene?
3. How long does it take for props to be setup in each scene?
4. How many and who do we need to help from on stage to transition props?
5. Do we have stage curtains for transition or is it ok for audience to see the prop transition?
1. Check out the stage to figure this
2. Talk to the script director to understand the amount of time allocated for transition.

 

Return/Dispose:

1. Identify the list of items to be returned. Identify who can return them?
2. For disposable items, where and how can we dispose?
3. For items that require long term storage, where do we store them?

 

Safety:

1. How do we safeguard the props until show time?
2. How do we ensure the props are not damaged during transport?
3. Are there any hazardous props that require additional precautions?

 

Risks:

1. Damaged Props
2. Budget over run
3. List not finalized on time or on-going changes to the list beyond cut-off
4. Prop not procured on time
5. Unfulfilled commitments

 

More to follow.

[Ravi Mikkilineni]

Uma,

Added a new sheet in the excel called "Props" for tracking prop specific details.  https://docs.google.com/spreadsheet/ccc?key=0Ajdrtijxk12ZdGhJX1o5cUM5QmEzMzdnMUc1LXJ2X3c

Will start filling in more details.

One thing I noticed is you are tracking the props on Scenes sheet and I need to track more details at a granular level. Take a look at the new sheet and you will see what I mean. So the risk is as you are making changes to the scenes Sheet the prop list will get out of sync.

So here is what I suggest. Either we track the props in one place or I will periodically sync them.

Thanks,

-Ravi

[Uma Mahadevan]

Ravi,
 Thanks for the detailed planning.  Let's talk on Sat since I'm out of town rest of the week.  We need your help not just for planning, but for getting the actual props finished and stored in someone's garage, at the rate of possibly 1 or 2 each week.  I will work with you on getting the creative team assembled, since I'm design-challenged myself..

thanks
Uma

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[Hema Sista]

Ravi, Uma,

 

I don’t think we should move the prop stands until the actual day of the production.  It will take a U-Haul truck to transport them.

 

Ravi, can you come to Fremont (south Fremont) to look at the prop stands.  You can take it from there.

 

I will be there tonight for rehearsal at 7 pm.  If you want to come around 6:30 pm, let me know, and I’ll go there earlier.

 

The address is (It’s the front suite on Enterprise): My cell number is 408-835-4200 in case you get lost (easy to get lost once you get on to Enterprise).

 

4400 Enterprise Place

Suite A

Fremont-94539

 

Hema

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[Uma Mahadevan]

On Tue, Sep 4, 2012 at 11:57 AM, Hema Sista <hema...@comcast.net> wrote:

Ravi, Uma,

 

I don’t think we should move the prop stands until the actual day of the production.  It will take a U-Haul truck to transport them.

ok.  Can we think of something lighter weight to make the props stand upright?

These seem very expensive, for instance:
http://www.usmarkerboard.com/s/Free-Standing-Mobile-Boards/23

If we can engineer each prop so that it can stand tall on its own, that's another possibility.  I had thick slabs of styrofoam (aka thermocol) in mind that can be painted to look like trees, huts etc, by the right designer :)


Ravi, Srinivas,
 You were mentioning something about contacts in Natak and some other drama groups.  Let's pursue these also, in this week or the next, so that we have some more options on the engineering side.

 

Ravi, can you come to Fremont (south Fremont) to look at the prop stands.  You can take it from there.

 

I will be there tonight for rehearsal at 7 pm.  If you want to come around 6:30 pm, let me know, and I’ll go there earlier.

thanks for making yourself available,

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[Srikanth Mahalingam]

Hello:

I and Ravi went and checked out the Cubberley theater today. 

We need to really check how the projection (overhead) works. 

If there is any event in the Cubberley Theater in the very near future that anyone is aware of that is likely to use the projector, we need someone to volunteer to check it out. 

We will go back there again early next week , when the technician will be available, to find out more details (but it is unlikely we will be able to see the projector at work). 

And also there is an additional fee for using the projector (this is not part of the booking fee). But we were told it is in the range of $50-100

Srikanth

[Uma Mahadevan]

On Friday, September 14, 2012 3:21:39 PM UTC-7, Srikanth Mahalingam wrote:

Hello:

I and Ravi went and checked out the Cubberley theater today. 

We need to really check how the projection (overhead) works. 

If there is any event in the Cubberley Theater in the very near future that anyone is aware of that is likely to use the projector, we need someone to volunteer to check it out. 

We will go back there again early next week , when the technician will be available, to find out more details (but it is unlikely we will be able to see the projector at work). 

Usually they don't allow anyone into the control room if it is not your event.  Also, they should tell us all about projector if we're booking them.  Maybe Kausalya can weigh in if needed?