Encore A–Z

Event Prep Notes

17 min read

Event Prep Notes

A by-event, by-role prep reference. For each production event (meeting, audition day, designer run, opening night, etc.), this lists what each role should bring, prepare, or have ready. This MD is one of two sources behind the combined Portal Content.xlsx workbook (the other is Phase Overviews) — edit here, then run the converter to refresh the workbook.

How to edit

Each event is an H2 (## Event Name). The italic line directly under each H2 should include Phase: [[N - Phase Name]] — that’s how the converter assigns the event to its phase. Each role under an event is an H3 (### Role Name). Each prep item is a bullet. The converter joins bullets with ; for the Prep Items column, and uses within-phase document order for the Order column.

Regenerating the xlsx

The combined converter lives at _Vault Guide/Portal/Scripts/portal-content-md-to-xlsx.py. Run it with python3 "_Vault Guide/Portal/Scripts/portal-content-md-to-xlsx.py" from the vault root, and it will rewrite _Vault Guide/Portal/Generated/Portal Content.xlsx (two tabs: Phase Overviews + Event Prep Notes). Or ask Claude to regenerate it. See Portal Architecture for the full system map.

Scope

This is a scaffold. Events and prep items below were drawn from the standardized role × phase content in the vault and from Production Meeting Guides. Prune freely. Add events as they come up. Roles listed under each event are who’s most likely to need to prep — not everyone has to attend everything.

Pre-Production Meeting

Phase: 2 - Pre-Production · An early one-on-one with the Production Manager to align on vision, budget, and timeline before the full team gathers. Bring initial thinking — it doesn’t have to be polished.

Director

  • Director’s vision
  • Set design thoughts
  • Costume direction
  • Props
  • Casting
  • Educational experiences
  • Monologue as part of auditions?

Music Director

  • Songs you’d like to have auditioners prepare
  • Unique music needs

Choreographer

  • Initial choreographic concept
  • Dance audition routine idea and difficulty
  • Rehearsal floor and space needs
  • Special flooring or equipment requirements
  • Communication preferences with Director and MD

Set Designer

  • Initial response to the script
  • Venue specifics and limitations questions
  • Build schedule alignment
  • Design package deadlines confirmed

Costume Designer

  • Initial costume concept and palette
  • Storage and inventory access questions
  • Measurement and fitting timeline
  • Quick-change considerations
  • Design package deadlines confirmed

Lighting Designer

  • Initial mood and look concept
  • Venue inventory questions
  • Programming time needs
  • Design package deadlines confirmed

Sound Designer

  • Initial sonic concept
  • Microphone plot considerations
  • Coordination plan with Music Director
  • Equipment inventory questions
  • Design package deadlines confirmed

Prop Designer

  • Initial prop list pass
  • Storage and inventory access
  • Practical prop considerations
  • Rehearsal-prop plan
  • Design package deadlines confirmed

Stage Manager

  • Rehearsal calendar and venue info
  • Google Drive setup status
  • Audition form preparation
  • Template and Show Bible questions
  • Communication protocols

Production Manager

  • Master production calendar
  • Budget overview by department
  • Design package templates ready
  • Onboarding meeting scheduled
  • Contracts status

Onboarding Meeting

Phase: 2 - Pre-Production · The first time the full creative team is in the room together. Encore leadership sets the cultural tone, the Director shares vision at a high level, and the Production Manager walks the calendar and protocols.

Production Manager

  • Production calendar overview
  • Department budget allocations
  • Design package overview and deadlines
  • Google Drive access for all team members
  • Communication protocols

Director

  • Show concept and artistic vision (brief)
  • Key themes
  • Educational focus for this production
  • Initial casting thoughts

Producer

  • Encore mission and vision talking points
  • Educational philosophy overview
  • Production history and context
  • Support systems available to the team

Music Director

  • Brief musical vision
  • Audition song selections

Choreographer

  • Brief movement vision
  • Rehearsal space needs

Stage Manager

  • Rehearsal calendar finalized
  • Reporting templates demonstrated
  • Tech rehearsal expectations

Set Designer

  • Brief concept teaser
  • Design package timeline awareness

Costume Designer

  • Brief concept teaser
  • Design package timeline awareness

Lighting Designer

  • Brief concept teaser
  • Design package timeline awareness

Sound Designer

  • Brief concept teaser
  • Design package timeline awareness

Prop Designer

  • Brief concept teaser
  • Design package timeline awareness

Preliminary Design Presentations

Phase: 2 - Pre-Production · Each designer presents their initial concept to the team — sketches, mood boards, rough plots. Time to listen, react, and help integrate across departments.

Set Designer

  • Preliminary sketches, models, or renderings
  • Practical considerations
  • Timeline to design package

Costume Designer

  • Preliminary sketches, color palette, references
  • Quick-change considerations
  • Timeline to design package

Lighting Designer

  • Mood boards and preliminary plot ideas
  • Programming time needs
  • Timeline to design package

Sound Designer

  • Sound palette and samples
  • Microphone plot draft
  • Timeline to design package

Prop Designer

  • Preliminary prop list and sketches
  • Practical and consumable considerations
  • Timeline to design package

Director

  • Vision restatement and themes
  • Feedback notes per designer
  • Cross-design integration thoughts

Production Manager

  • Budget alignment notes
  • Timeline confirmation
  • Cross-department integration items

Design Package Review Meeting

Phase: 2 - Pre-Production · Final review of each department’s complete design package — ground plans, costume plots, light plot, sound cues, prop list. The team approves, requests revisions, or flags integration concerns. After this, designs are locked and built against.

Set Designer

  • Ground plan, elevations, swatches
  • Set dressing list
  • Transition plan
  • Materials list and budget breakdown
  • Special effects documentation

Costume Designer

  • Costume plot
  • Character renderings
  • Costume breakdown sheets
  • Quick-change list
  • Sourcing plan
  • Measurement protocol

Lighting Designer

  • Light plot
  • Color and gel selections
  • Cue list
  • Equipment needs
  • Preliminary lighting looks

Sound Designer

  • Sound cue list
  • Microphone plot
  • Equipment needs
  • Speaker placement plan

Prop Designer

  • Props list
  • Sourcing plan
  • Practical prop notes
  • Rehearsal-prop plan
  • Tracking document

Production Manager

  • Budget reconciliation per department
  • Documentation standards check
  • Drive organization compliance

Casting Meeting

Phase: 3 - Casting · Pre-audition planning with the limited casting team (Director, Music Director, Choreographer, Stage Manager, Production Manager). Lock in audition format, material, and the structure of the days ahead.

Director

  • Audition format and material chosen
  • Casting priorities and educational considerations
  • Character breakdown finalized
  • Callback structure planned

Music Director

  • Audition music prepared
  • Callback tracks or sheet music
  • Vocal evaluation criteria

Choreographer

  • Dance routine prepared
  • Space requirements
  • Movement evaluation approach

Stage Manager

  • Audition forms ready
  • Schedule organized
  • Callback folder structure
  • Conflict tracking system

Production Manager

  • Audition space booked and prepped
  • Schedule communication plan
  • Materials inventory (forms, name tags, etc.)

Producer

  • Educational considerations for casting
  • Program-wide implications
  • Inclusion goals

Auditions Day 1

Phase: 3 - Casting · The first audition session. Young artists arrive prepared with their material; the team sees them, takes notes, and starts forming an impression. Set the tone — warm, professional, welcoming.

Director

  • How to greet and make auditioners feel welcome
  • How to use audition program for notes etc.
  • Any accessibility needs flagged in advance

Music Director

  • Audition sheet music or recordings ready
  • Vocal evaluation rubric
  • Piano or accompaniment confirmed

Choreographer

  • Dance combination taught and ready
  • Floor and space prepared
  • Evaluation criteria

Stage Manager

  • Audition forms printed and organized
  • Sign-in process running
  • Schedule board posted
  • Photos ready for casting folder

Production Manager

  • Space setup confirmed
  • Refreshments coordinated (if any)
  • Volunteers briefed (if any)
  • Backup materials on hand

Callbacks

Phase: 3 - Casting · A focused second look at shortlisted performers. They’ve had a few days with the callback material — the team checks chemistry, fit for specific roles, and how they respond to direction.

Director

  • Refined character lens for callbacks
  • Combination and pairing plan
  • Final reading material

Music Director

  • Callback song assignments confirmed
  • Tracks or accompaniment ready

Choreographer

  • Callback combination (more advanced if needed)
  • Pairing and lift considerations

Stage Manager

  • Callback list distributed in advance
  • Callback folder ready
  • Sign-in and run order organized

Production Manager

  • Space setup
  • Communication plan for final results

Launch Day (parent meeting)

Phase: 3 - Casting / 4 - Rehearsals · The official start of the production — community welcome, design reveal, and parent orientation in one event. See Launch Day for the bigger picture and Parent Meeting Outline for the parent-meeting portion’s agenda.

Director

  • Welcome remarks for cast and families
  • Vision recap shaped for families (less inside-baseball, more “what this show is about”)
  • Educational expectations for cast members
  • Rehearsal etiquette and calendar walkthrough

Production Manager

  • Calendar handout (rehearsal + performance dates)
  • Communication channels overview
  • Volunteer signup pitch
  • Tuition or fee logistics

Producer

  • Encore mission and culture intro
  • Parent involvement framing
  • Community welcome and connection time

Stage Manager

  • Rehearsal report explanation
  • Conflict policy

Designers (Set, Costume, Lighting, Sound, Prop)

  • Design reveal presentations — sketches, renderings, mood boards
  • Time and slot order coordinated with Production Manager

Box Office Manager

  • Ticket info and season pass pitch
  • Volunteer-credit information

First Rehearsal

Phase: 4 - Rehearsals · The cast assembles for the first time. Welcome, table read, schedule walkthrough, ground rules. This sets the tone for the entire rehearsal process — be intentional.

Director

  • Welcome remarks and vision for the cast
  • Show themes and educational arc
  • Rehearsal expectations and ground rules
  • Read-through plan

Music Director

  • Score distribution
  • Vocal warmup plan
  • Music rehearsal schedule

Choreographer

  • Movement warmup plan
  • Choreography rehearsal schedule

Stage Manager

  • Cast contact list and emergency info collected
  • Schedule distributed
  • Conflict tracking started
  • Rehearsal report template ready

Producer

Culture & Community Coordinator

  • Welcome touches (cards, snacks, etc.)
  • Birthday and milestone tracker started

Production Meetings (Rehearsal Phase)

Phase: 4 - Rehearsals · Recurring all-team meetings throughout rehearsal. The Production Manager runs these to coordinate across departments — designs evolving, rehearsal-prop needs, schedule changes, anything that ripples across teams.

Production Manager

  • Action items from last meeting
  • Calendar and milestone update
  • Cross-department coordination items
  • Budget status

Director

  • Rehearsal progress and concerns
  • Blocking or staging updates affecting design
  • Cast and educational notes

Music Director

  • Music progress notes
  • Accompaniment and rehearsal space needs

Choreographer

  • Dance progress notes
  • Staging adaptation needs

Stage Manager

  • Rehearsal report highlights
  • Conflict and attendance tracker
  • New prop, costume, or set-piece requests

Set Designer

  • Build progress
  • Rehearsal furniture or set-piece status

Costume Designer

  • Fitting schedule status
  • Rehearsal-garment needs

Lighting Designer

  • Designer-run lighting plan
  • Programming progress

Sound Designer

  • Rehearsal sound effect or music needs
  • Microphone plot status

Prop Designer

  • New prop requests captured
  • Practical prop testing notes

Technical Director

  • Build progress
  • Load-in planning updates
  • Equipment status

Designer Run

Phase: 5 - Pre-Tech · The cast performs a full run for designers in the rehearsal room. Designers see their work in context for the first time and start finalizing for tech. Bridge between rehearsal room and stage.

Director

  • Run notes from prior week
  • Anticipated designer questions
  • Cast pep talk

Set Designer

  • Notebook for blocking and spacing notes
  • Practical-prop and set-piece needs list

Costume Designer

  • Garment-need observations log
  • Quick-change concerns to track
  • Fitting schedule confirmation

Lighting Designer

  • Lighting state ideas per scene
  • Special-moment notes
  • Programming priority list

Sound Designer

  • Mic plot reality check
  • Cue placement notes
  • Sound effect timing

Prop Designer

  • Prop list reconciliation
  • Final prop deadlines
  • Practical concerns surfaced

Stage Manager

  • Show Bible draft to follow along
  • Cue placement notes from designers
  • Designer Q&A tracking

Production Manager

  • Run logistics
  • Designer feedback capture

Designer Run Meeting

Phase: 5 - Pre-Tech · Immediately after the designer run, the team debriefs and sets the table for tech. Honest feedback on what worked and what needs adjustment shapes the tech process. Also where the Director preps the cast for the very different rhythm of tech week.

Production Manager

  • Tech schedule final draft
  • Load-in coordination plan
  • Safety prep status

Director

  • Designer run feedback
  • Final adjustments before moving to theater
  • Cast prep for tech

Stage Manager

  • Paper tech preparation status
  • Cue Bible draft
  • Safety walkthrough scheduling

Technical Director

  • Load-in plan
  • Set construction status
  • Challenging build elements flagged

Set Designer

  • Outstanding deliverables for load-in
  • Touch-up and dressing items list

Costume Designer

  • Tech-prep status for costume organization
  • Quick-change area planning

Lighting Designer

  • Pre-programming progress
  • Equipment testing status

Sound Designer

  • System prep status
  • Microphone plot finalization

Prop Designer

  • Prop table organization plan
  • Outstanding prop acquisitions

Paper Tech Meeting

Phase: 5 - Pre-Tech · Working session with the Stage Manager, Light Designer, Sound Designer, and board ops. Walk every cue on paper before tech rehearsals begin — placement, timing, special sequences. Saves hours during tech.

Stage Manager

  • Show Bible with all cues drafted
  • Cue numbering system
  • Questions about ambiguous cues
  • Special-sequence highlights

Director

  • Vision for key sequences and transitions
  • Mood and intent for special moments

Lighting Designer

  • Cue list with placement notes
  • Light board operator briefed (or attending)

Sound Designer

  • Sound cue list with placement notes
  • Sound board operator briefed (or attending)

Light Board Operator

  • Familiarity with script
  • Notebook for cue placement
  • Console programming notes

Sound Board Operator

  • Familiarity with script
  • Notebook for cue placement
  • Console programming notes

Load-In

Phase: 5 - Pre-Tech / 6 - Technical Rehearsals · Set, lights, and sound move into the venue.

Technical Director

  • Load-in schedule and crew calls
  • Tools, hardware, and rigging gear
  • Safety briefing prepared

Set Builder

  • Build pieces ready to transport
  • Hardware and touch-up paint
  • Tool kit

Set Designer

  • Ground plan and final renderings on hand
  • Touch-up paint and detail items
  • Set dressing items

Lighting Designer

  • Light plot final
  • Gel and gobo inventory
  • Programming console plan

Sound Designer

  • Mic and speaker inventory
  • Console programming plan
  • Cable inventory

Production Manager

  • Load-in coordination
  • Food and water for crew
  • Safety check

Dry Tech Meeting

Phase: 5 - Pre-Tech / 6 - Technical Rehearsals · Final tech check in the venue before young artists arrive. The team walks through technical elements one last time without the complexity of performers. Confirm safety, run-through plan, and priorities for the first cast tech.

Production Manager

  • Load-in completion check
  • Safety walkthrough
  • Cast-arrival logistics

Director

  • Technical priorities for first tech with cast
  • Schedule expectations confirmed

Stage Manager

  • Final Show Bible
  • Booth setup confirmed
  • Communication system tested

Technical Director

  • Set functionality check
  • Outstanding tech issues triaged
  • Tool and repair kit ready

Lighting Designer

  • Cue programming status
  • Focus session complete

Sound Designer

  • System tested end-to-end
  • Microphone prep status

Light Board Operator

  • Console familiarity confirmed
  • Cue notes ready

Sound Board Operator

  • Console familiarity confirmed
  • Cue notes ready

First Tech

Phase: 6 - Technical Rehearsals · First tech rehearsal in the venue with cast. Expect stops, repeats, and slow pacing — this is normal. Bring patience for the cast; tech is hard for everyone. See Tech Week Essentials.

Stage Manager

  • Show Bible with all cues
  • Headset assignments
  • Call sheet
  • Backstage traffic plan

Director

  • Tech-prep talk for cast
  • Priority list for the night
  • Patience plan (it’s tech)

Lighting Designer

  • Cue programming ready
  • Laptop or tablet for note capture

Sound Designer

  • Mic check plan
  • Cue programming ready

Light Board Operator

  • Console programmed and tested
  • Headset on, ready for calls

Sound Board Operator

  • Console programmed and tested
  • Headset on, ready for calls

Costume Designer

  • All costumes in dressing rooms or quick-change spots
  • Quick-change locations posted

Prop Designer

  • Prop table set with photo
  • Pre-set sheet for performers

Technical Director

  • Scene-change choreography rehearsed
  • Tools on hand
  • Repair kit accessible

Production Manager

  • Food, water, and breaks coordinated
  • Young-performer chaperones briefed

Tech Meetings (Nightly)

Phase: 6 - Technical Rehearsals · Quick post-tech debriefs after each night’s rehearsal — cast goes home, the team stays for 15 minutes. The Director’s artistic priorities for tomorrow shape what the team works on overnight. Keep them short — everyone’s tired.

Production Manager

  • Day’s accomplishments noted
  • Tomorrow’s priorities
  • Cross-department coordination items
  • Safety flags

Director

  • Artistic priorities for tomorrow
  • Notes on storytelling beats

Stage Manager

  • Cue-sequence adjustments needed
  • Backstage management notes
  • Schedule updates

Lighting Designer

  • Critical cue adjustments
  • Equipment issues

Sound Designer

  • Microphone, balance, or cue issues
  • Equipment issues

Costume Designer

  • Quick-change concerns
  • Costume adjustments needed

Prop Designer

  • Tracking issues
  • Repairs needed

Technical Director

  • Scene-change issues
  • Set adjustments needed

First Dress

Phase: 6 - Technical Rehearsals · The first full run with costumes integrated. Quick changes get rehearsed in real time; the story integrates with the costumes; mic placement gets verified against the garments. Sharpen final notes from tech.

Stage Manager

  • Full Show Bible run
  • Quick-change tracking sheet
  • Photo of pre-set

Director

  • Final notes from previous tech
  • Storytelling integration with costumes

Costume Designer

  • All costumes complete and labeled
  • Quick-change layouts posted
  • Repair kit in dressing room

Costume Coordinator

  • Dressing-room organization confirmed
  • Repair kit stocked
  • Fitting touch-ups on standby

Lighting Designer

  • Final lighting polish items
  • Cue adjustments for costumes in light

Sound Designer

  • Mic placement verified with costumes
  • Final levels pass

Prop Designer

  • Final prop check
  • Prop tracking sheet updated

Final Dress

Phase: 6 - Technical Rehearsals · Last run before opening — treat it like a real performance. Final notes given sparingly; the show should be ready. This is the cast’s moment to step into ownership.

Stage Manager

  • Final cue Bible
  • Final call sheet

Director

  • Cast pep talk (transitioning to performance ownership)
  • Final notes

Lighting Designer

  • Final polish items
  • Notes from prior dress

Sound Designer

  • Final polish items
  • Notes from prior dress

Costume Designer

  • Final polish items
  • Notes from prior dress

Producer

  • Opening-night logistics confirmed
  • Invited guests and press confirmed

Box Office Manager

  • Ticketing systems live
  • Will-call ready

Front of House

  • Lobby setup confirmed
  • Volunteer assignments

Opening Night

Phase: 7 - Performance · Showtime. The work meets the audience for the first time. Pre-show pep talk, then step back — the show belongs to the cast now. Be present in the lobby for guests; be present for the cast after curtain.

Stage Manager

  • Final pre-show checklist
  • Calmness for cast
  • Performance report template ready

Director

  • Pre-show cast pep talk
  • Step-back plan (the show is theirs now)

Producer

  • Opening remarks (if any)
  • Press and donor hosting
  • Photographer briefed

Culture & Community Coordinator

  • Opening-night gifts, cards, or rituals
  • Cast photo book begun
  • Lobby presence

Box Office Manager

  • Will-call staffed
  • Cash drawer reconciled
  • Concessions ready

Front of House

  • Volunteers briefed
  • Program inserts ready
  • Accessibility accommodations confirmed

Apparel and Vinyl Production Coordinator

  • Merch inventory delivered to lobby
  • Sizes and price list posted

Closing Night

Phase: 7 - Performance · The final performance. Acknowledge what the cast built together; honor the run; celebrate. The Culture & Community Coordinator handles cards and gifts — presence is what matters most.

Stage Manager

  • Final performance report plan
  • Cast goodbye logistics

Director

  • Closing remarks plan
  • Cast appreciation

Culture & Community Coordinator

  • Closing-night gifts and cards
  • Cast photo book delivered
  • Farewell ritual coordinated

Producer

  • Final-performance hosting
  • Cast and team appreciation

Box Office Manager

  • Final ticket reconciliation prep
  • Final concessions inventory

Front of House

  • Final lobby setup
  • Final volunteer assignments

Strike

Phase: 8 - Post-Production · Set teardown and venue restoration. All hands on deck — Technical Director leads, but everyone pitches in. Quick, safe, organized. Leave the venue better than we found it.

Technical Director

  • Strike schedule and crew calls
  • Tool inventory
  • Disposal and recycling plan
  • Safety briefing

Set Builder

  • Tools ready
  • Reusable-material plan
  • Hardware sort bins

Set Designer

  • Strike priorities (save vs. discard)
  • Storage destinations

Lighting Designer

  • Equipment return list
  • Gel and gobo recovery

Sound Designer

  • Equipment return list
  • Microphone inventory check-back

Costume Designer

  • Costume return, storage, and laundering plan
  • Inventory check-in

Costume Coordinator

  • Dressing-room teardown
  • Laundering coordination
  • Storage labeling

Prop Designer

  • Prop return, storage, and disposal plan
  • Inventory check-in

Stage Manager

  • Strike logistics with crew
  • Lost-and-found sweep
  • Booth tear-down

Production Manager

  • Safety oversight
  • Food and water for crew
  • Final inventory reconciliation

Post-Mortem Meeting

Phase: 8 - Post-Production · The production team debriefs after strike. What worked, what didn’t, what to carry into the next production. Honest reflection — this is how Encore gets better show after show.

Production Manager

  • Strike completion summary
  • Equipment return status
  • Budget closeout draft
  • Educational outcomes recap

Director

  • Overall production reflection
  • Lessons for future productions
  • Cast and team feedback observed
  • Educational outcomes

Stage Manager

  • Performance report compilation
  • Show Bible archive plan
  • Young-artist feedback received

Technical Director

  • Set strike summary
  • Venue restoration status
  • Reusable inventory captured

Set Designer

  • Design archive status
  • Final budget summary
  • Reflection on design process

Costume Designer

  • Design archive status
  • Final budget summary
  • Reflection on design process

Lighting Designer

  • Design archive status
  • Final budget summary
  • Reflection on design process

Sound Designer

  • Design archive status
  • Final budget summary
  • Reflection on design process

Prop Designer

  • Design archive status
  • Final budget summary
  • Reflection on design process

Producer

  • Educational and mission-alignment reflection
  • Strategic takeaways for season planning

Status: Working · Portal: Team · Last reviewed: 2026-05-13 · Owner: Rhett

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