Production Meetings - Acting Thesis

Time: 14 weeks prior to opening

Attending: Production Manager, Director of Production, Director, Producer, Production Stage Manager, Stage Manager(s), Company Manager

Agenda: This meeting covers the introduction of the core student team to the Production Manager and Director of Production, and overview of all Columbia policies relating to the Directing Theses. Specific show needs are addressed. Specific show financial and administrative documents and policies are covered.

Time: 12 weeks prior to opening

Attending: Technical Director, Assistant Technical Director(s), Production Manager, Director, Scenic Designer, Producer, Production Stage Manager or Stage Manager

Agenda: This meeting is an opportunity to discuss scenic ideas with the technical staff prior to any drawings or presentations being due. Staff can answer questions about stock items, troubleshoot feasibility, and collaborate on ways to deliver the artistic objective of the scenic designs within the theatre scene shop's capacities. This is a fantastic time to bounce creative ideas around.

Due at this meeting:

• Rough idea(s) of the scenic design, potentially with some rough sketches or inspiration images

Time: 10 weeks prior to opening

Attending: Technical Director, Assistant Technical Director(s), Production Manager, Director, Scenic Designer, Producer, Production Stage Manager or Stage Manager

Agenda: This meeting is to review the ground plan with the Scenic Production team to ensure broad feasibility before it is presented to the full creative team and bid documents are created.

Due at this meeting:

• Preliminary scenic ground plan, rendering and/or model

Time: 9 weeks prior to opening

Attending: Production Manager, Director of Production, Technical Director, Assistant Technical Director(s), Production Electrician, Costume Shop Supervisor, A/V Supervisor, Production Resources Manager, Director, Designers/Choreographers, Producer, Production Stage Manager, Company Manager, Stage Manager(s)

Agenda: This meeting is the first time the full creative team and production staff will meet together. The meeting will cover the presentation of the preliminary scenic design, including biddable drawings, research materials, and rendering and/or model of the set. The needs and preliminary ideas for the other design areas will be discussed, with special attention dedicated to any unusual needs or requests for the production.

Due at this meeting:

• Biddable Scenic Drawings
• Preliminary ideas for costume, lighting, sound, props, and video/projection needs
• Any SFX proposals

Time: 8 weeks prior to opening

Attending: Technical Director, Assistant Technical Director(s), Production Manager, Director, Scenic Designer, Producer, Production Stage Manager or Stage Manager

Agenda: This meeting is to discuss the bid of the scenic design and address any changes or adjustments to the design or budget that need to be made in response to that bid.

Time: 7 weeks prior to opening

Attending: Costume Shop Supervisor, Costume Designer, Director, Producer

Agenda: This meeting is to talk through the Columbia Theatre Costume Shop capabilities, stock, processes, and budget as it pertains to the costume concept for the production.

Time: 7 weeks prior to opening

Attending: Production Manager, Director of Production, Technical Director, Assistant Technical Director(s), Production Electrician, Costume Shop Supervisor, A/V Supervisor, Production Resources Manager, Director, Designers/Choreographers, Producer, Production Stage Manager, Company Manager, Stage Manager(s)

Agenda: This meeting covers design revisions based on discussions both within the creative team and with the production staff since the previous meeting. More detailed discussion of non-scenic design areas are covered. Schedules for hang, focus, load in, and painting will be discussed.

Due at this meeting:

• Revised scenic ground plan, rendering and/or model
• Updated Props List
• Drawings of any custom props
• Progress reports for props, costumes, sound, and video/projections
• Final budget

Due after this meeting, but prior to the following meeting:

• Final Scenic Drawings
• Final LX Paperwork
• Final Sound Drafting
• Final Video / Projection Drafting

Time: 6.5 weeks prior to opening

Attending: Costume Shop Supervisor, Costume Designer, Director, Producer

Agenda: Walk through costume concepts just before finals are due and discuss schedules for costume shop move-in and fittings.

Time: 3 weeks prior to opening

Attending: Production Resources Manager, Director (optional), Props Designer, Scenic Designer, Production Stage Manager or Stage Manager

Agenda: Walk through the process for checking out props and furniture from Production Resources (if the production has not already begun doing so) and address the schedule and requirements for trucking to ensure all items arrive at Lenfest for rehearsals and tech. 

Time: 2 weeks prior to opening

Attending: Production Manager, Director of Production, Technical Director, Assistant Technical Director(s), Production Electrician, Costume Shop Supervisor, A/V Supervisor, Production Resources Manager, Director, Designers/Choreographers, Producer, Production Stage Manager, Company Manager, Stage Manager(s)

Agenda: This meeting is a check in after all final drawings have been delivered, costume fittings have happened, and rehearsals are underway. Last minute tweaks and changes will be discussed, as well as any outstanding questions.

Due at this Meeting:

• Final Props List
• Design department progress reports

Time: 1.5 weeks prior to opening (Monday of Load In)

Attending: Production Manager, Director of Production, Technical Director, Assistant Technical Director(s), Production Electrician, Costume Shop Supervisor, A/V Supervisor, Production Resources Manager, Director, Designers/Choreographers, Producer, Production Stage Manager, Company Manager, Stage Manager(s)

Agenda: This meeting is a check in prior to tech beginning to walk through the tech schedule and iron out any last-minute details.

Due at this Meeting:

• Costume piece and laundry list
• Finalized Entrance/Exit plot provided to wardrobe (PSM)

Time: After each tech rehearsal

Attending: Production Manager, Director, Designers/Choreographers, Producer, Production Stage Manager, Company Manager, Stage Manager(s)

Agenda: Discuss each area of design and production, and plan following rehearsals accordingly.