Production Task List and Schedule
This task list and schedule is used by the Production Manager(s) and other production staff to ensure all tasks are completed to ensure 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 Managers (or Producers) is to staff all the jobs necessary to produce the show. Throughout the production schedule, the Production Managers ensure each task is completed. Additionally, the Production Managers 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 initial role of the Production Managers (or Producers) is to staff all the jobs necessary to produce the show. Throughout the production schedule, the Production Managers ensure each task is completed. Additionally, the Production Managers 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.
Creative Planning (As soon as Production Manager is secured)
- Begin the search to secure key production staff (see list at end): Production Manager and/or Director
- Create Google Drive for the production. Create distribution lists for cast and for crew: Google Administrator
- Make or acquire script copies for the creative team and get them in the hands of the team members: Production Manager
- Hold design vision meeting with Director, Stage Manager, Costumer, Set Design Team, Lighting Designer, Sound Designer Props Chair: Production Manager
- Prepare the audition announcement working with Director: Secretary
- Send out via Constant Contact to the following lists: Auditions; Membership for past several years; Volunteers. Social Media and Publications will pick up the notice and send it out via their usual channels: 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 for building access: Assistant to Facilities Manager
- Make (enlarged) script copies and pdf for key production staff: Production 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
- Produce cast and crew list with contact info: Production Manager and/or Director/Stage Manager
- Schedule costume measurement session: Production Manager working with Costumer, Director, and Stage Manager
- Rehearsal Schedule in Google calendar: Director and/or Stage Manager (Stage Manager or AD maintains going forward)
- Work with Master Carpenter to schedule workdays (this will occur through set build): Production Manager and/or Director/Stage Manager
- Notify Secretary of work schedule so notices can go out: Production Manager and/or Stage Manager
- Check in regularly with all designers/construction chief to see if anything is needed or changed: Production Manager
- Monitor set build and track volunteers who build and paint: Construction Coordinator
- Acquire or build costumes as needed: Costumer with Stage Manager
- Coordinate publicity (poster photos; head shots; promo photos; Publicity Plan) – as needed including cast hometowns - put events on rehearsal calendar: Public Relations Manager working with Director and Stage Manager
- Acquire photo link(s) from photographer - give to Secretary and Social Media Manager: Public Relations Manager
- Coordinate poster/postcard deliverables and press releases: Public Relations Manager with Production Manager
- Secure Head Usher and Box Office Manager: Production Manager
- Request bios from cast and crew. Place or have placed in Google Drive: Stage Manager or Production Manager
- Follow-up with the Facilities Manager regarding cleaning and other prep: Production Manager
- Schedule show photos with photographer for tech day: Public Relations Manager working with Stage 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 volunteers and cast that worked on the show 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 check on supporting staffing needs (see info at end) - staff as necessary: Production Manager
- Schedule ushers: Head Usher
- Schedule box office staff: Box Office Manager
- Have Secretary notify Girl Scouts about the show dates and that the parking lot won't be available to them: Production Manager
- 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
Key Production Staff
- Front of House: Head Usher, Box Office Manager
- Production Team: Assistant Director*, Stage Manager*, Technical Director or 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
June 2023
- Front of House: Ushers, Box Office, Parking Attendants
- Back of House: Lightboard Operators; Soundboard Operators; Props/backstage; Dresser; extra backstage hands
June 2023
Contact List:
Webmaster: webmaster@footlighters.com
Member at Large: memberatlarge@footlighters.com
Play Committee Chair: plays@footlighters.com
Box Office Manager: boxoffice@footlighters.com
Publications Manager: newsletter@footlighters.com
Public Relations Manager: publicity@footlighters.com
Facilities Manager: facilities@footlighters.com
Webmaster: webmaster@footlighters.com
Member at Large: memberatlarge@footlighters.com
Play Committee Chair: plays@footlighters.com
Box Office Manager: boxoffice@footlighters.com
Publications Manager: newsletter@footlighters.com
Public Relations Manager: publicity@footlighters.com
Facilities Manager: facilities@footlighters.com