Production Task List and Schedule
This task list and schedule is used by Production Manager(s) to ensure all tasks are completed to promote a successful production. It is advisable to turn this task list into a checklist for your production and share with the production staff.
The initial role of the Production Manager(s) (or Producer) is to staff all the jobs necessary to produce the show. Throughout the production schedule, the Production Manager(s) stay active and engaged to ensure each task is completed. Additionally, the Production Manager(s) work to resolve production issues as they arise. It is common at the Footlighters to have two people share the Production Manager role. One suggestion would be to separate by outward facing (front of house and communications) and inward facing (sound, lights, set, props, costumes, etc.).
The Play Selection Committee secures Production Manager(s) shortly after Directors are selected. Until the Production Manager(s) are secured, the Play Selection Committee chair acts as the Production Manager.
The below checklist is laid out in the format of Production Task: Responsible Party.
The initial role of the Production Manager(s) (or Producer) is to staff all the jobs necessary to produce the show. Throughout the production schedule, the Production Manager(s) stay active and engaged to ensure each task is completed. Additionally, the Production Manager(s) work to resolve production issues as they arise. It is common at the Footlighters to have two people share the Production Manager role. One suggestion would be to separate by outward facing (front of house and communications) and inward facing (sound, lights, set, props, costumes, etc.).
The Play Selection Committee secures Production Manager(s) shortly after Directors are selected. Until the Production Manager(s) are secured, the Play Selection Committee chair acts as the Production Manager.
The below checklist is laid out in the format of Production Task: Responsible Party.
Creative Planning (As soon as Production Manager is secured)
- Begin the search to secure key production staff (see list at end): Production Manager and possibly Director
- Create Google Drive for the production. Create distribution lists for cast and for crew: Google Administrator
- Read the licensing contract for the play/musical and share any expectations with the appropriate staff: Production Manager
- Make or acquire script copies and pdf for the creative team. These are full page versions of the scripts for those in the Concept/Vision meeting: Production Manager
- Hold Concept/Vision meeting with Director, Stage Manager, Costumer, Set Designer, Lighting Designer, Sound Designer, Props Chair: Production Manager
- Prepare the audition announcement working with Director: Secretary
- Send out audition announcement via Constant Contact to the following lists: Auditions; Membership for past several years; Volunteers: Secretary.
- Post announcement to social media sites: Social Media Manager
- Post announcement to website: Social Media Manager
- Send announcement to print media and list serves (i.e. Theater411): Public Relations Manager
- Finalize key production staff (see list below): Production Manager and/or Director
- Provide the lockbox code to production staff who are trained in opening the building: Assistant to Facilities Manager
- Reminder audition email notice out (may send one at 4 weeks if original sent out at 6 weeks, and the week before): Secretary
- Participate in audition process: Director, Stage Manager, Musical Director, Choreographer, Production Manager. Member at Large manages the process from the lobby
- Contact those cast and those not cast with decision: Director and/or Stage Manager/Production Manager - Director's discretion
- Notify Board of Directors of final cast: Director and/or Stage Manager/Production Manager - whomever has access to send to the Board distribution list
- Ensure cast gets scripts (usually ordered by Treasurer at the start of the fiscal year): Stage Manager
- Create cast and crew list with contact info on the show's Google drive: Production Manager and/or Director/Stage Manager
- Schedule costume measurement session: Production Manager working with Costumer, Director, and Stage Manager
- Schedule out and hold regular production meetings: Production Manager
- Remind cast as needed to become a member: Member at Large
- Put the rehearsal schedule in Google calendar and keep it accurate: Stage Manager
- Make sure production staff have access to the rehearsal schedule (should be in the Google drive): Production Manager
- Work with Master Carpenter to schedule workdays (this will occur through set build): Director/Stage Manager
- Notify Secretary of work schedule so notices can go out: Production Manager and/or Stage Manager
- Follow-up with the Facilities Manager regarding cleaning and other theater prep: Production Manager
- Check in regularly with all designers/construction chief to see if anything is needed or changed: Production Manager
- Monitor set build and track all volunteers who build and paint; ensure they are in the comp ticket group: Construction Coordinator
- Acquire or build costumes as needed: Costumer
- Coordinate publicity (poster photos; head shots; promo photos; post cards; show photos; etc) - put events on rehearsal calendar: Public Relations Manager
- Acquire photo link(s) from photographer - give to Secretary and Social Media Manager: Public Relations Manager
- Secure Head Usher(s): Production Manager
- Request bios from cast and crew. Place or have placed in Google Drive: Production Manager; Stage Manager can follow up
- Schedule show photos with photographer for tech rehearsal: Public Relations Manager
- Create a document with what needs to go in the Playbill. (Cast, Crew, Volunteers, Ads, Thank yous, etc.). Maintain it as it changes: Production Manager
- Work with Secretary to put the non-paid production team member in the Cast and Crew ArtsPeople list for comp tickets. Work with the Box Office Manager to ensure the list is set up for comp tickets: Production Manager
- Follow-up with key production staff to ask about Supporting Staff needs (see info at end) - staff as necessary: Production Manager
- Coordinate needs and agreed upon terms with Accessibility Committee Chair: Production Manager
- Schedule ushers: Head Usher
- Schedule box office staff: Box Office Manager
- Notify Girl Scouts about the show dates and that the parking lot won't be available to them: Secretary
- Ensure Sound Designer verifies that all incidental music is under BMI or ASCAP license: Production Manager
- Notify Production staff of scheduled cleaning date: Production Manager
- Schedule Parking Attendants: Facilities Manager
- Arrange for the cast party: Production Manager
- During strike, collect musical scripts and scores if required (ensure no markings) and return on Monday following strike: Production Manager
- Ensure that the stage, construction material, lighting rep plot and instruments are in a state to be able to turn the theater over to the next show's Production Manager: Construction Chief and Lighting Designer
Key Production Staff
- Front of House: Head Usher, Box Office Manager
- Production Team: Assistant Director*, Stage Manager*, Technical Director or Designer Advisor (if needed), Set Designer, Construction Chief, Lighting Designer, Sound Designer, Costume Designer, Props Chair (or lead); Set Dresser/Decor
- For musicals: Music Director, Choreographer
Supporting Staff
December 2025
- Front of House: Ushers, Box Office, Parking Attendants
- Back of House: Lightboard Operators; Soundboard Operators; Props/backstage; Dresser; extra backstage hands
December 2025
Contact List:
Webmaster: [email protected]
Member at Large: [email protected]
Play Committee Chair: [email protected]
Box Office Manager: [email protected]
Publications Manager: [email protected]
Public Relations Manager: [email protected]
Facilities Manager: [email protected]
Webmaster: [email protected]
Member at Large: [email protected]
Play Committee Chair: [email protected]
Box Office Manager: [email protected]
Publications Manager: [email protected]
Public Relations Manager: [email protected]
Facilities Manager: [email protected]