Advice? Ideas anyone?

If you have points that are confusing, like having the entire cast come on at the same time, you are the stage manager, you can hold them, get the info you need and then move on. For a change like that you probably only need to know where they enter from and where then end up, which you could always as each person at a later time, there is no problem with that either. You are in charge, you can do what you ned to to get the information you need.
 
Icewolf's right. When that scene is being blocked for the first time you yell out "HOLD PLEASE" and keep everyone where they are while you take down the notes you need. The actors and director need you to have those notes correct and they will wait for you. It's part of your job to get those things written down and it's completely ok for you to briefly stop time in order to get those notes you need.
 
Hi Gaff,

If you do decide to get a camera I'd recommend the Sony Evid 70. This little machine offers remote pan/tilt and zoom and is remarkable in low light situations.

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