Production Meetings and Benchmarks - Schapiro
NOTE: Columbia Production Staff will provide a detailed schedule of the individual production meeting times, locations, and due dates, separate from this document.
Please note that all production meetings will be virtual (on Zoom).
Production Meetings & Deadlines
- What
- Rights Acquisition
- Who (* = mandatory)
- Director of ProductionProduction ManagerAsst Production ManagerDirectorGeneral Manager/Producer
- When
- Decision that Rights are needed minimum of 10 weeks before opening
- Agenda/Deadlines/Notes
- Submit Production's title and playwright/translator to DP, PM & APM
- Once the Application for Rights is submitted to the rights holder, a title cannot be changed
- All productions will strictly adhere to all stipulations in the Rights Agreement
- What
- Policies & Procedures Meeting
- Who (* = mandatory)
- Production Manager*Asst Production ManagerDirector*Playwright* (if CU Student)GM/ProducerStage Manager(s)*Dramaturg
- When
- 2 weeks before 1st Rehearsal
- Agenda/Deadlines/Notes
- Intros of management, students, and collaborators
- Production Process discussion
- Designer staffing discussion and deadlines
- SM submits rehearsal calendar draft to PM for approval
- What
- Concept Production Meeting
- Who (* = mandatory)
- Production Manager*Asst Production Manager*A/V Supervisor* (if needed)Director*Playwright* (if applicable)GM/Producer*Stage Manager(s)*All Designers*Other collaborators
- When
- 1 week before first rehearsal
- Agenda/Deadlines/Notes
- Discuss scenic design with technical staff (drawings not required, but useful)
- Make decision on soft good placements
- Discuss plan for lighting, sound, video/projection, costumes
- Decide on house configuration
- Determine if prop weapons will be utilized
- Submit cast list to Production Management
- What
- Scenic Drawings Due
- Who (* = mandatory)
- From:Scenic DesignerTo:DirectorProduction ManagerAsst Production ManagerStage Manager(s)Other DesignersPlaywright (if applicable)
- When
- 1 week before rehearsal
- Agenda/Deadlines/Notes
- Vectorworks and PDF of:
- Ground plan w/ heights or
- Ground plan & Elevations
- Any info pertinent for completion of design
- Troubleshoot feasibility, use of stock, and collaborate ways to implement design with PM & APM
- Vectorworks and PDF of:
- What
- Rehearsal Start Date
- Who (* = mandatory)
- Director*Playwright* (if applicable)Stage Manager(s)*GM/Producer*Designers*
- When
- 4 or 5 weeks before opening
- Agenda/Deadlines/Notes
- Design Presentations of costumes, scenic, lighting, sound, and video/projection for actors
- What
- Load-In Meeting
- Who (* = mandatory)
- Production Manager*Asst Production Manager*A/V Supervisor* (if applicable)Director*Playwright* (If applicable)Stage Manager(s)*GM/Producer*All Designers*
- When
- 5 days before Tech
- Agenda/Deadlines/Notes
- Discuss Load in Process including Scenic, Lighting, Sound, Video, and Costume elements
- Progress report from all design areas
- Submit detailed tech and performance schedule to PM & APM
- What
- Ticketing Platform (google form), Final Lighting, Video and Sound Plots & Paperwork due
- Who (* = mandatory)
- Lighting DesignerSound DesignerVideo DesignerGM/Producer
- When
- Wednesday before Load In by 5pm
- Agenda/Deadlines/Notes
- Lighting
- Vectorworks and PDF or plot
- Channel Hookup
- Updated Practical specifications and placement, if applicable.
- Additional speaker placement (if necessary)
- Microphone placement (if necessary)
- Projector Placement & focus
- Google form or other ticketing website due to PM & APM for review
- What
- Thursday Truck Manifest Deadline
- Who (* = mandatory)
- Director*Stage Manager(s)*Playwright* (if applicable)Producer/GM*All Designers
- When
- Thursday before Monday Truck by 2pm
- Agenda/Deadlines/Notes
- Fill out PR Truck Request Form to request items be transformed
- Only items that have been checked out by the deadline and approved by PM, APM, and PR Manager will be transported to Schapiro
- What
- Sunday Designer Run
- Who (* = mandatory)
- Director*Stage Manager(s)*Playwright* (if applicable)Producer/GM*All Designers
- When
- Sunday Before Opening
- Agenda/Deadlines/Notes
- Schapiro Team (Led by APM) will set up spaces during afternoon changeover
- Evening DESIGNER RUN THRU in the space after 4:30pm
- What
- Load-In
- Who (* = mandatory)
- Scenic, Lighting, Sound, and Video DesignersGM/Producer
- When
- Monday Before Opening
- Agenda/Deadlines/Notes
- Scenic
- Oversee/help install scenic elements
- Organize Properties
- Oversee hang/install of specials and light adds
- Oversee color adds and focus
- Customize patch
- Work with A/V Supervisor on any speaker adds (if applicable)
- Set up sound work station for tech
- Load sound files to Schapiro sound laptop
- Test set up and levels
- Oversee/help hang/focus projector(s) (if applicable)
- Load video files to Schapiro sound laptop
- Program due to PM for review