Production Meetings - New Plays Festival

Time: 13 weeks prior to opening

Attending: Production Manager, Director of Production, Playwright, Director, Producer, Production Stage Manager, Stage Manager(s)*
_{*if a Columbia student}

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.

Due at this meeting: 

• Draft Fundraising Proposal (if fundraising)
• Draft Budget (if not fundraising)
• Performance Agreements, Payment Paperwork, and Photo Release forms turned in for all onboarded collaborators and designers
• PSM prelim paperwork (uploaded to the production's Google Drive)
• Permission to Produce Form
• Production Requirements Form

Time: 13 weeks prior to opening

Attending: Production Manager, Producer

Agenda: This meeting is used to discuss and review the draft budget and draft fundraising proposal (if fundraising).  The draft budget and fundraising proposal is due one day prior to this meeting.  

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: 8 weeks prior to opening

Attending: Production Manager, Director of Production, Technical Director, Assistant Technical Director(s), Master Electrician, Costume Shop Supervisor, A/V Supervisor, Production Resources Manager, Playwright, Director, Designers/Choreographers, Line 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 a ground plan, 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 ground plan, rendering and/or model
• Preliminary ideas for costume, lighting, sound, props, and video/projection needs
• Any SFX proposals

Time: 7 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: 6 weeks prior to opening

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

Agenda: This meeting is to discuss any ideas or needs related to costumes. Protocols, Production Resources, rentals, costume shop support, laundry, and dressing rooms will all be touched.

Due after this meeting:

• Final Costume Design
• Fittings to be scheduled the week before tech

Time: 4 weeks prior to opening

Attending: Production Manager, Director of Production, Technical Director, Assistant Technical Director(s), Master Electrician, Costume Shop Supervisor, A/V Supervisor, Production Resources Manager, Playwright, Director, Designers/Choreographers, Line 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 and the beginning of rehearsals. More detailed discussion of non-scenic design areas are covered. Schedules for load in and tech will be discussed.

Due at this meeting:

• Revised scenic ground plan, rendering and/or model
• Updated Props List
• Drawings of any custom props
• Finalized List of Props, Sounds, Lighting, and Projection/Video needs

Due shortly after this meeting:

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

Time: 2 weeks prior to opening

Attending: Production Resources Manager, Director, 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: After each tech rehearsal

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

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