Production Schedule
This checklist is used by the Production Manager(s) and other production staff to ensure all tasks are completed for a successful production.
The initial role of the Production Managers (or Producers) is to staff all the jobs necessary to produce the show. 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).
The Play Selection Committee selects Production Manager(s), like the Director when the season is selected.
The initial role of the Production Managers (or Producers) is to staff all the jobs necessary to produce the show. 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).
The Play Selection Committee selects Production Manager(s), like the Director when the season is selected.
Preparation (Prior to auditions)
- Begin the search to secure key production staff (see list at end): Production Manager and/or Director
- Prepare the audition announcement and send audition announcement to Secretary, Public Relations Manager, Social Media Manager, Webmaster: Production Manager and/or Director
- Send email to Audition list: Secretary
- Post announcement to social media sites: Social Media Manager
- Post announcement to website: Webmaster
- Send announcement to print media: 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: Facilities Manager
- Reminder audition email notice out (may send one at 4 weeks if original sent out at 6 weeks): Secretary
- Participate in audition process: Director, Stage Manager, Musical Director, Choreographer, Production Manager, Member at Large
- Contact those cast and those not cast with decision: Director and/or Stage Manager/Production Manager
- Notify Board of Directors of final cast: Director and/or Stage Manager/Production Manager
- Ensure cast gets scripts (usually ordered by Treasurer): Director and/or Stage Manager
- Produce cast and crew list with contact info: Production Manager and/or Director/Stage Manager
- Rehearsal Schedule in Google calendar: Director and/or Stage Manager (Stage Manager or AD maintains going forward)
- Make (enlarged) script copies or pdf if needed: Production Manager and/or Stage Manager
- 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: Production Manager and/or Stage Manager
- Get costume measurements to Costumer: Stage Manager
- Request bios from cast and crew: Stage Manager
- Coordinate for publicity (poster photos; head shots; promo photos; social media plan) – as needed including cast hometowns: Public Relations Manager with Production Team
- Acquire or build costumes as needed: Costumer with Stage Manager
- Acquire photo link(s) from photographer: Public Relations Manager
- Coordinate poster/postcard deliverables and press releases: Public Relations Manager with Production Manager
- Put publicity events on the schedule and coordinate with cast and director: Public Relations Manager, Stage Manager
- Secure Head Usher and Box Office Manager: Production Manager
- Schedule headshots with photographer: Public Relations Manager with Production Team
- Check in regularly to see if anything is needed or changed: Production Manager
- Monitor set build and track volunteers who build and paint: Production Manager
- Schedule publicity shots with photographer: Public Relations Manager with Production Team
- Provide program book detail info (See Program Book Checklist): Production Manager
- Give Box Office Manager complete list of volunteers for comp tickets: Production Manager
- Follow-up with key production staff to check on staffing needs (see info at end): Production Manager
- Notify Secretary if there are staffing needs: Production Manager
- Schedule ushers: Head Usher
- Schedule box office staff: Box Office Manager
- Ensure Sound Designer verifies that all incidental music is under BMI or ASCAP license: Sound Designer
- Follow-up with the Facilities Manager regarding cleaning and other prep: Production Manager
- Schedule cleaning: Facilities 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 (if needed), Set Designer, Master Carpenter, Lighting Designer, Sound Designer, Props Chair (or lead); Set Dresser
- For musicals: Music Director, Choreographer
Supporting Staff
- Front of House: Ushers, Box Office, Parking Attendants
- Back of House: Lighting Operators; Sound Operators; Props/backstage; Dresser; extra backstage hands
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: housemgr@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: housemgr@footlighters.com