Production Meeting Guides

Introduction

The Production Manager’s primary responsibility is ensuring these meetings happen regularly and effectively throughout the production process. More than just organizing gatherings, the Production Manager creates structured spaces where clear communication can flourish. Their role involves making sure all team members understand expectations, identifying potential roadblocks before they become problems, and working to remove these obstacles proactively. By maintaining consistent meeting rhythms and facilitating productive discussions, the Production Manager creates an environment where creativity and efficiency can coexist, allowing both the artistic and technical aspects of production to thrive.

These guides serve as a framework for the Production Manager to lead effective production meetings throughout the lifecycle of an Encore production. Each phase has unique needs and focus areas, and these prompts will help ensure that all relevant matters are addressed at the appropriate time.

Remember that the goal of production meetings is to:

• Provide clarity on current status.
• Identify upcoming milestones and expectations.
• Coordinate between departments.
• Address challenges proactively.
• Maintain alignment with the artistic vision.

How to Use These Guides

• Review the guide for your current production phase before each meeting.
• Adapt questions as needed for your specific production.
• Consider printing the relevant guide to have on hand during meetings.
• Use these prompts to keep discussions focused and productive.
• Note the natural progression from creative to technical discussions as production advances.

Important: During Inception Phase and Pre-Production Phase 1, full team meetings are not held as the team is still being assembled. The Production Manager conducts one-on-one meetings with team members as they are hired. The first full team meeting is the Onboarding Meeting at the beginning of Pre-Production Phase 2.

Note: For detailed budget tracking procedures and financial reporting requirements, refer to the complementary Budget Management Guide. This document focuses on meeting content and structure rather than detailed financial tracking which is covered comprehensively in that guide.

Inception Phase: Initial One-on-One Meetings

The Production Manager should schedule individual meetings with key team members before the official onboarding meeting. While these are called “one-on-ones,” they may include members of the executive team as appropriate. The primary purpose of these meetings is to connect team members with the director and with each other, start developing collaborative relationships, and begin the first part of the creative process.

These initial conversations lay the groundwork for a successful production by establishing trust, aligning expectations, and starting creative discussions early. They create the foundation upon which the entire production will be built.

One-on-One Meeting Tracking

Create a checklist to track these essential meetings:

• Director
• Music Director (if applicable)
• Choreographer (if applicable)
• Set Designer
• Costume Designer
• Lighting Designer
• Sound Designer
• Props Designer
• Stage Manager
• Head Carpenter/Set Builder

Director One-on-One Meeting

Meeting Topics:

• Contract review and address any questions
• Overview of Encore’s mission and educational approach
• Overview of budget allocation for the production
• Artistic vision discussion for this production
• Initial thoughts on casting needs
• Rehearsal schedule review and confirmation
• Design timeline and expectations
• Design package requirements overview
• Audition process and dates
• Communication preferences and protocol
• Set up meetings with designers (ideally completed before onboarding meeting)
• Next steps before onboarding meeting

Music Director One-on-One Meeting (if applicable)

Meeting Topics:

• Contract review and address any questions
• Overview of Encore’s approach to music education
• Overview of music budget
• Audition process expectations and materials
• Rehearsal schedule and music rehearsal requirements
• Orchestra/band needs (if applicable)
• Sound system capabilities and limitations
• Communication with sound designer
• Set up a meeting with director and choreographer (ideally completed before onboarding)
• Next steps before onboarding meeting

Choreographer One-on-One Meeting (if applicable)

Meeting Topics:

• Contract review and address any questions
• Overview of Encore’s approach to dance/movement
• Overview of choreography budget
• Audition process expectations and materials
• Rehearsal space limitations and capabilities
• Rehearsal schedule and dance rehearsal requirements
• Special flooring or equipment needs
• Communication with director and music director
• Set up a meeting with director and music director (ideally completed before onboarding)
• Next steps before onboarding meeting

Set Designer One-on-One Meeting

Meeting Topics:

• Contract review and address any questions
• Overview of Encore’s technical resources and limitations
• Overview of set design budget
• Venue specifics and limitations (tour of space when possible)
• Design package requirements and deadlines
• Design timeline and presentation expectations
• Build schedule and crew availability
• Communication with director and other designers
• Set up a meeting with director (ideally completed before onboarding)
• Next steps before onboarding meeting

Costume Designer One-on-One Meeting

Meeting Topics:

• Contract review and address any questions
• Overview of Encore’s costume resources and storage
• Overview of costume budget
• Design package requirements and deadlines
• Measurement and fitting process expectations
• Design timeline and presentation requirements
• Local sourcing options and existing inventory
• Quick change considerations and standards
• Communication with director and other designers
• Set up a meeting with director (ideally completed before onboarding)
• Next steps before onboarding meeting

Lighting Designer One-on-One Meeting

Meeting Topics:

• Contract review and address any questions
• Overview of Encore’s lighting equipment inventory
• Overview of lighting budget
• Design package requirements and deadlines
• Venue specifics and lighting capabilities (tour when possible)
• Design timeline and presentation requirements
• Programming time allocation during tech
• Communication with director and other designers
• Set up a meeting with director (ideally completed before onboarding)
• Next steps before onboarding meeting

Sound Designer One-on-One Meeting

Meeting Topics:

• Contract review and address any questions
• Overview of Encore’s sound equipment inventory
• Overview of sound budget
• Design package requirements and deadlines
• Venue specifics and sound capabilities (tour when possible)
• Microphone inventory and capabilities
• Design timeline and expectations
• Communication with music director and director
• Set up a meeting with director and music director (ideally completed before onboarding)
• Next steps before onboarding meeting

Props Designer One-on-One Meeting

Meeting Topics:

• Contract review and address any questions
• Overview of Encore’s props storage and inventory
• Overview of props budget
• Design package requirements and deadlines
• Prop tracking and management expectations
• Design timeline and presentation requirements
• Practical props considerations and safety standards
• Communication with director and set designer
• Set up a meeting with director and set designer (ideally completed before onboarding)
• Next steps before onboarding meeting

Stage Manager One-on-One Meeting

Meeting Topics:

• Contract review and address any questions
• Overview of Encore’s rehearsal and performance procedures
• Overview of production paperwork expectations
• Google Drive organization and access
• Design package documentation and tracking
• Rehearsal schedule and venue information
• Communication protocols with team
• Technical rehearsal schedule and expectations
• Safety procedures and standards
• Set up a meeting with director (ideally completed before onboarding)
• Next steps before onboarding meeting

Head Carpenter/Set Builder One-on-One Meeting

Meeting Topics:

• Contract review and address any questions
• Overview of Encore’s technical resources
• Overview of budget
• Venue specifics and limitations (this should be a tour of the space when possible)
• Load-in and strike procedures and dates
• Technical rehearsal dates and expectations
• Timeline confirmation/calendar
• Next steps before onboarding meeting
• Set up a meeting with the director and choreographer (ideally completed before the onboarding meeting)

Pre-Production Phase: Onboarding Meeting

The onboarding meeting brings together the entire creative team after initial one-on-ones have established individual relationships. This meeting occurs at the beginning of Pre-Production Phase 2 and is primarily led by the Production Manager but allocates significant time for the Producer/Artistic Director/Executive Director to introduce the team to Encore’s mission and process.

Meeting Opening

• Welcome and introduction of all team members.
• Overview of the meeting’s purpose: “Today we’ll officially launch our production of [SHOW TITLE] and establish our working relationship as a team.”
• Brief production overview: “We are producing [SHOW TITLE] because…”

Introduction to Encore (Led by Producer/Artistic Director/Executive Director)

• Encore’s mission and vision
• Educational philosophy
• Production history and context
• Expectations for working with young artists
• Support systems available to the creative team
• The unique culture of Encore productions

Initial Artistic Vision (Brief Introduction from Director)

• Show concept and artistic vision
• Key themes
• Educational focus

Production Calendar Review (Led by Production Manager)

• Key dates overview: auditions, rehearsals, tech, performances
• Milestone deadlines
• Meeting schedule
• Design presentation dates
• Design package due dates

Communication Protocols

• Google Drive organization and access
• Reporting procedures
• Contact information verification
• Emergency protocols

Design Package Overview

• Explanation of design package requirements for each department
• Deadlines for preliminary and final design packages
• Documentation standards and templates
• Design integration process

Budget Overview

• Overall production budget
• Department allocations
• Purchasing and reimbursement procedures
• Reference to the Budget Management Guide for detailed tracking procedures

Production Process Overview

• Audition and casting process
• Rehearsal structure
• Technical rehearsal approach
• Performance expectations
• Strike procedures

Q&A

• Open forum for questions
• Clarification of roles and responsibilities

Closing Items

• Next steps and immediate action items
• Next meeting date
• Thank you and encouragement

Pre-Production Phase: Design Concepts and Brainstorm Meeting

This first regular production meeting follows the Onboarding Meeting and focuses on initial design development and production planning.

Meeting Opening

• Welcome and attendance.
• Overview: “We are in Pre-Production Phase 2 for [SHOW TITLE], focusing on initial design development.”

Current Phase Review

• Update on creative team contracts.
• Update on script distribution status.
• Update on venue reservations.

Next Milestone Focus

• Confirm date for preliminary design presentations (next meeting).
• Establish deadline for design package development.
• Set timeline for finalizing audition plans.

Department Check-ins

Production Manager

• Update on outstanding contracts.
• Update on production calendar.
• Update on rehearsal space preparation.
• Invite members of the team to visit rehearsals.
• Update on budget status.
• Update on design package templates and requirements.

Director

• Update on design team collaboration.
• Update on character/scene breakdown completion.
• Update on audition planning.
• Update on creative vision development.
• Update on design package expectations.

Stage Manager

• Update on template preparation.
• Update on rehearsal/tech calendar concerns.
• Update on audition forms.
• Update on Google Drive organization.
• Update on design package tracking procedures.

Design Team (Set, Costume, Lighting, Sound, Props)

• Update on initial script analysis findings.
• Update on concept development progress.
• Update on budget alignment.
• Update on preparation for preliminary design presentations.
• Update on design package component development.
• Update on collaboration needs with other departments.

Closing Items

• Action item review.
• Next meeting confirmation (Initial Design Presentation for the team).
• Final thoughts.

Pre-Production Phase: Preliminary Design Presentations

This second regular production meeting during Pre-Production Phase 2 is specifically focused on preliminary design presentations from all designers for the other designers and creative team.

Meeting Opening

• Welcome and attendance.
• Overview: “Today we’re focusing on preliminary design presentations for [SHOW TITLE].”
• Time allocation reminder: “Each designer will have [X] minutes to present, followed by brief discussion.”

Director Introduction

• Brief restatement of artistic vision and concept.
• Key themes and elements that should be reflected in designs.
• Expectations for the presentation process.

Design Presentations

Allow each designer to present their preliminary designs. They should almost feel like a back and forth between the designers and the directors, as they should very much be on the same page. This is a presentation for the vision of the show for the Executive team and Production Manager. The presentation order typically follows:

Set Designer

• Update on set design concept
• Presentation of preliminary sketches, models, or renderings
• Discussion of practical considerations
• Timeline for design package completion

Costume Designer

• Update on costume design concept
• Presentation of preliminary sketches, color palettes, or renderings
• Discussion of practical considerations
• Timeline for design package completion

Lighting Designer

• Update on lighting design concept
• Presentation of preliminary light plot or mood boards
• Discussion of practical considerations
• Timeline for design package completion

Sound Designer

• Update on sound design concept
• Presentation of preliminary sound samples or concepts
• Discussion of practical considerations
• Timeline for design package completion

Props Designer

• Update on props design concept
• Presentation of preliminary prop list or sketches
• Discussion of practical considerations
• Timeline for design package completion

Hair/Makeup Designer (if applicable)

• Update on hair/makeup design concept
• Presentation of preliminary ideas or sketches
• Discussion of practical considerations
• Timeline for design package completion

Integrated Discussion

• Identification of design overlaps or integration needs
• Discussion of potential challenges across departments
• Color palette and style coordination
• Unified storytelling approach

Next Steps

• Update on design revision timeline.
• Deadlines for final design packages.
• Review date and plan for design presentations to cast.

Closing Items

• Production Manager highlights budget considerations.
• Director offers final thoughts on design cohesion.
• Next meeting confirmation.
• Action items for all designers.

Pre-Production Phase: Design Package Review Meeting

This meeting focuses specifically on reviewing the progress of each department’s design package development before finalization. It ensures all required components are being prepared and addresses any challenges with package completion. This meeting also includes design integration discussions to ensure all design elements work cohesively together.

Meeting Opening

• Welcome and attendance.
• Overview: “Today we’re reviewing the progress of each department’s design package development for [SHOW TITLE].”
• Reminder of package purpose: “These packages will form the foundation of our production’s implementation and documentation.”

Design Package Status Review

For each department, review:

• Progress on all required components
• Outstanding elements still in development
• Challenges or questions about specific requirements
• Resource needs for completion
• Alignment with artistic vision and budget

Set Design Package

• Ground plan/floor plan completion status
• Elevations development status
• Color palette/swatches preparation
• Set renderings or model progress
• Set dressing list development
• Transition plan draft status
• Materials list and budget breakdown preparation
• Special effects documentation

Costume Design Package

• Costume plot development status
• Character renderings completion
• Costume breakdown sheets preparation
• Color palette/swatches coordination
• Quick change list development
• Sourcing plan status
• Measurement protocol and scheduling
• Special effects documentation

Lighting Design Package

• Light plot development
• Color selections/gel choices status
• Special effects list preparation
• Cue list/breakdown development
• Equipment needs documentation
• Areas of focus documentation
• Preliminary lighting looks preparation
• Integration notes with other design elements

Sound Design Package

• Sound cue list development
• Sample tracks/sound palette status
• Microphone plot preparation
• Equipment needs documentation
• Special audio effects breakdown
• Balance and levels planning
• Integration with musical direction
• Speaker placement planning

Props Design Package

• Props list status
• Sourcing plan development
• Practical props considerations documentation
• Set dressing vs. hand props distinction
• Rehearsal props plan development
• Props tracking document preparation
• Special effects/consumables listing
• Storage and organization planning

Hair/Makeup Design Package (if applicable)

• Character breakdown development
• Reference images/renderings status
• Quick change considerations documentation
• Special effects requirements listing
• Sourcing plan preparation
• Application timeline estimates

Design Integration Discussion

• Identify cross-departmental impacts.
• Coordinate color palettes and styles.
• Address potential conflicts in design approaches.
• Ensure comprehensive coverage of all production needs.
• Discuss transition and quick-change coordination.
• Plan for designer run preparation and expectations.

Documentation Standards Review

• Verify consistent formatting across departments.
• Confirm digital file organization and naming.
• Review Google Drive folder structure compliance.
• Ensure proper version tracking is being maintained.

Next Steps

• Establish final package submission deadline.
• Plan for design presentation to cast.
• Identify any additional support needed.
• Schedule one-on-one follow-ups as needed.

Closing Items

• Action item review with specific deadlines.
• Next meeting confirmation.
• Final Production Manager notes on process.

Casting Phase: Casting Meeting

Important: Unlike other production meetings, casting meetings do not require attendance from all designers and technical staff. These meetings should focus specifically on the casting process and only involve necessary team members: the Director, Music Director (if applicable), Choreographer (if applicable), Stage Manager, and Production Manager. The Executive Director/Artistic Director should also be involved in these meetings and given time to address educational considerations regarding casting decisions. The casting process directly impacts Encore’s educational mission, and leadership input helps ensure casting decisions support the development of young artists while balancing production needs.

Meeting Opening

• Welcome and attendance.
• Overview: “We are in the Casting Phase for [SHOW TITLE].”

Current Phase Review

• Update on audition preparation status.
• Update on character breakdown finalization.
• Update on audition and callback scheduling.

Next Milestone Focus

• Confirm audition dates.
• Establish callback timeline.
• Set deadline for casting decisions.
• Confirm parent meeting date.

Department Check-ins

Executive Director/Artistic Director

• Update on educational considerations for casting.
• Update on program-wide implications.
• Update on accessibility and inclusion goals.
• Update on young artist development opportunities.

Director

• Update on audition format and requirements.
• Update on selected audition material.
• Update on casting priorities.
• Update on educational considerations for casting.

Music Director (if applicable)

• Update on audition music preparation.
• Update on callback music tracks/guides.
• Update on vocal ability evaluation criteria.
• Update on teaching approach for challenging material.

Choreographer (if applicable)

• Update on dance routine preparation.
• Update on space requirements for dance auditions.
• Update on movement evaluation approach.
• Update on skill development strategies.

Stage Manager

• Update on audition form preparation.
• Update on audition schedule organization.
• Update on callback folder preparation.
• Update on conflict tracking system.

Production Manager

• Update on audition space preparation.
• Update on schedule communication plan.
• Update on budget implications for casting.
• Update on materials needed for auditions.

Closing Items

• Action item review.
• Next meeting confirmation.
• Final questions.

Rehearsal Phase: Production Meetings During Rehearsal

Important: These meetings should occur bi-weekly throughout the rehearsal process, or more frequently as needed at the discretion of the Production Manager. Meeting frequency may increase as the production approaches technical rehearsals. The template below serves as a flexible framework that can be adapted for each meeting based on the current stage of rehearsals and any specific challenges that have arisen. Not all sections will be relevant for every meeting — focus on what matters most at each point in the rehearsal process.

Meeting Opening (5 Minutes)

• Welcome and attendance.
• Identify current rehearsal week: “We are in Week [X] of rehearsals for [SHOW TITLE].”
• Set meeting goals: “Today we’ll focus on [SPECIFIC FOCUS AREAS].”

Progress Overview

• Brief review of rehearsal schedule completion
• Update on current rehearsal room needs
• Update on any attendance or conflict concerns
• Upcoming milestone reminders:
  • Off-book date: [DATE]
  • Designer run: [DATE]
  • Add prop deadline: [DATE]
  • Marketing photos/videos: [DATE]

Department Updates

Director

• Rehearsal progress status
• Any blocking/staging changes affecting design
• Specific needs for upcoming scenes/numbers
• Educational developments with young artists

Music Director

• Vocal/music progress
• Any music rehearsal space needs
• Accompaniment requirements
• Specific challenging sections requiring extra attention

Choreographer

• Dance/movement progress
• Staging adaptations needed
• Specific floor space or equipment requirements
• Movement challenges with young artists

Stage Manager

• Rehearsal report highlights requiring discussion
• Blocking/choreography tracking status
• Updated rehearsal prop/costume/set piece needs
• Schedule adjustments or concerns

Design Implementation Updates

• Costume: Fitting schedule updates, rehearsal garment needs
• Set: Rehearsal furniture/set piece requirements
• Props: New prop requests, practical prop testing needs
• Sound: Rehearsal sound effect/music needs
• Lighting: Special lighting considerations for designer run

Focus Topic

• Week 1-2: Table work reflections, initial staging plans
• Week 3-4: Off-book preparation, character development
• Week 5-6: Designer run preparation, technical element integration
• Week 7-8: Tech preparation, transition planning

Action Items and Next Steps

• Review task assignments with deadlines.
• Confirm date for next meeting.
• Identify specific needs for upcoming rehearsal period.

Keep the meeting focused on immediate needs and upcoming milestones. Address problems proactively before they impact rehearsals. Ensure all departments are communicating effectively. Maintain a balance between artistic development and production logistics. Support the educational journey of young artists throughout the process.

Pre-Tech Phase: Designer Run Meeting

Important: This meeting serves as the soft start of the technical process and should be scheduled immediately after or within a few days of the designer run. The primary goal is to “set the table for tech” — creating a clear bridge between the rehearsal room and the technical stage. By bringing together feedback from the designer run with practical planning for the technical process, this meeting helps ensure that everyone understands what to expect and what will be required during the upcoming technical rehearsals. This is the moment when the production transitions from primarily creative development to technical implementation, making it a critical alignment point for the entire team.

Meeting Opening

• Welcome and attendance.
• Overview: “We are in the Pre-Tech Phase for [SHOW TITLE], preparing for technical rehearsals.”
• Reminder: “Today we’ll review the designer run feedback and finalize our technical preparation plans.”

Current Phase Review

• Update on designer run feedback.
• Update on production readiness status.
• Update on load-in planning.

Next Milestone Focus

• Confirm paper tech date.
• Confirm load-in start date.
• Confirm spacing rehearsal date.
• Confirm first dress rehearsal date.

Tech Schedule Review

• Detailed review of the complete tech schedule
• Confirmation of all major tech milestones:
  • Load-in dates and crew calls
  • Dry tech timing and expectations
  • Spacing rehearsal schedule
  • Adding lights — timing and process
  • Adding sound — timing and process
  • First dress rehearsal
  • Final dress rehearsal
  • Preview performances
• Discussion of any scheduling concerns or conflicts
• Confirmation of daily call times during tech
• Review of meal breaks and work hour limitations
• Discussion of expectations for young performers during tech

Department Check-ins

Production Manager

• Update on budget status.
• Update on load-in coordination.
• Update on safety preparations.
• Update on additional resource needs.

Director

• Update on designer run feedback.
• Update on technical priorities.
• Update on final adjustments before moving to theater.
• Update on cast preparation for tech.

Stage Manager

• Update on paper tech preparation.
• Update on safety walk-through scheduling.
• Update on cue bible development.
• Update on tech schedule concerns.

Technical Director/Carpenter/Crew

• Update on load-in planning.
• Update on set construction status.
• Update on safety measures implementation.
• Update on challenging set elements.

Lighting Designer

• Update on pre-programming progress.
• Update on equipment testing.
• Update on special lighting needs.
• Update on key lighting moments.

Sound Designer

• Update on sound system preparation.
• Update on microphone plot finalization.
• Update on music integration.
• Update on sound balance concerns.

Costume Designer

• Update on costume organization for tech.
• Update on quick-change area planning.
• Update on final fittings status.
• Update on special costume elements.

Props Designer

• Update on prop table organization plan.
• Update on outstanding prop acquisitions.
• Update on practical prop testing.
• Update on prop tracking system.

Closing Items

• Action item review.
• Tech week schedule confirmation.
• Final questions before entering tech.
• Team encouragement.

Pre-Tech Phase: Paper Tech Meeting

Important: This focused working session occurs after the Pre-Tech Meeting and before technical rehearsals begin. Required participants include the Director, Stage Manager, Lighting Designer, Sound Designer, and ideally their board operators. Other designers may attend if their cues need coordination, but this is primarily a cue-sequencing meeting.

Purpose

The Paper Tech Meeting is a detailed review of the Stage Manager’s “bible” — ensuring all cues are properly noted, sequenced, and understood before entering the theater. As the name implies, this work is done “on paper” rather than in the performance space, allowing for thoughtful discussion without time pressure.

Meeting Process

1. Stage Manager walks through the show cue by cue.
2. Light and sound cues are confirmed and numbered.
3. Cue placement and timing are discussed.
4. Special or complex sequences are given extra attention.
5. Any discrepancies between designers’ plans are resolved.
6. Critical transitions and effects are verbally rehearsed.
7. Stage Manager finalizes notation system in their “bible.”

Outcomes

• Complete, unified cue sheet for the production
• Clear understanding of cue sequences and timing
• Resolution of any conflicting technical needs
• Preparation for efficient cueing during technical rehearsals
• Shared vocabulary for discussing cues during tech

Note: This meeting focuses strictly on technical cues and sequences. Creative discussions should have happened before this point. Document decisions clearly for reference during tech. This preparation will save significant time during technical rehearsals.

Pre-Tech Phase: Dry Tech Meeting

Important: This meeting takes place after load-in and initial technical setup, but before young artists enter the space. It serves as a final check-in before technical rehearsals go into full swing. Ideally, the set has been loaded in, lighting has been focused and programmed, sound equipment has been installed, and designers have had time to test their elements and prepare the space for rehearsals with performers. This meeting helps ensure all technical departments are ready before introducing the complexity of working with young artists.

Participants

Production Manager, Director, Stage Manager, Technical Director, Lighting Designer/Operator, Sound Designer/Operator, and other technical staff as needed.

Meeting Agenda

Space Readiness Review

• Confirmation that load-in is complete
• Note any missing pieces and their ETAs
• Safety check of all performance areas
• Verification of backstage pathways and traffic patterns
• Assessment of any outstanding technical issues

Technical Element Check-in

• Set: Functionality of all scenic elements and transitions
• Lights: Confirmation of programming progress and instrument focus
• Sound: Verification of system operation and microphone preparation
• Props: Status of prop tables and storage organization
• Costumes: Quick-change area setup and costume rack preparation

Run-Through Planning

• Determination of which sequences need testing before performers arrive
• Plan for running challenging transitions or effects
• Identification of any elements requiring additional work

Schedule Confirmation

• Review of technical rehearsal schedule with performers
• Arrival times for all departments
• Any adjustments needed before full technical rehearsals begin

Safety and Protocol Review

• Final check of emergency procedures
• Communication systems between booth and backstage
• Protocols for young artist orientation to the space

Closing Items

• Assignment of any last-minute preparation tasks
• Final opportunity to address concerns
• Team encouragement before the young artists arrive

Note: The goal is to identify and resolve as many technical issues as possible before performers enter the space. This meeting should be brief but thorough. Prioritize safety and smooth operation over perfect technical execution at this stage. This is the last opportunity to address purely technical concerns without considering performer needs.

Tech Rehearsal Phase: Tech Meetings

Important: These meetings should be scheduled to happen after each night of tech rehearsal, typically once the cast has been dismissed. They provide a crucial opportunity to debrief on the day’s progress, address challenges that arose, and prepare for the next day’s work. This template offers a flexible framework that can be adapted based on the specific situation each night, as tech rehearsals are inherently unpredictable. The primary goals are to maintain communication between departments, solve problems efficiently, and keep the technical process moving forward. These meetings should be concise but thorough, recognizing that everyone is tired after a long day of tech. The production manager should focus on facilitating a constructive conversation that acknowledges accomplishments, addresses challenges, and sets clear expectations for the next day.

Check-in and Day Recap (5-10 Minutes)

• Welcome and thank you for everyone’s work.
• Brief overview of what was accomplished today.
• Acknowledge specific successes or breakthroughs.
• Identify primary challenges that need to be addressed.

Next Day Planning (5-10 Minutes)

• Review tomorrow’s schedule and call times.
• Outline specific goals and priorities for tomorrow.
• Identify sections/cues that need special attention.
• Discuss any schedule adjustments needed.

Department Quick Check-ins (As Needed, Keep Brief)

Each department should focus only on urgent needs, changes, or issues affecting tomorrow’s work.

Production Manager

• Critical budget or resource updates
• Cross-departmental coordination needs
• Safety concerns

Director

• Artistic priorities for tomorrow
• Feedback on technical elements as they relate to storytelling
• Cast needs or concerns

Stage Manager

• Updates on cue sequences requiring attention
• Backstage traffic or management issues
• Schedule or paperwork updates

Technical Teams

• Set/Crew: Scene change issues, set adjustments needed
• Lights: Critical cue adjustments, equipment issues
• Sound: Microphone, balance, or cue issues
• Costumes: Quick change concerns, costume adjustments
• Props: Tracking issues, repairs needed

Action Items

• Clearly state specific tasks to be completed before tomorrow.
• Assign responsibility for each action item.
• Confirm any arrival time changes for specific departments.

Closing Encouragement

• Recognize today’s progress.
• Express confidence in tomorrow’s work.
• Thank everyone for their continued dedication.
• Remind the team that challenges during tech are normal and part of the process.

Note: Keep these meetings efficient — everyone is tired. Focus on solutions rather than dwelling on problems. Prioritize issues that affect multiple departments. Maintain a positive, collaborative atmosphere. End with clear direction for the next day.

Post-Production Phase: The Post Mortem Meeting

Meeting Opening

• Welcome and attendance.
• Appreciation: “Thank you everyone for your contributions to this production.”

Current Phase Review

• Update on strike completion.
• Update on rentals and returns status.
• Update on budget closeout progress.

Next Milestone Focus

• Confirm production documentation completion deadline.
• Establish final budget report due date (refer to Budget Management Guide for specific reporting requirements).
• Set archive completion timeline.

Department Check-ins

Production Manager

• Update on strike issues requiring attention.
• Update on equipment return status.
• Update on department budget submission status.
• Update on archiving plan.
• Update on educational goal achievement.

Stage Manager

• Update on performance report compilation.
• Update on production documentation organization.
• Update on borrowed item returns.
• Update on prompt book archiving.
• Update on young artist feedback received.

Director

• Update on overall production evaluation.
• Update on production team feedback.
• Update on lessons for future productions.
• Update on observed educational outcomes.

Technical Director/Crew

• Update on set strike process.
• Update on venue restoration status.
• Update on reusable material inventory.
• Update on technical training outcomes.

Design Teams

• Update on strike participation issues.
• Update on design archiving status.
• Update on final budget reporting.
• Update on design process reflection.

Closing Items

• Final action items.
• Lessons learned discussion.
• Celebration of successes.
• Thank you and farewell.

Important: These meeting guides are designed to be adapted based on the specific needs of each production. Not every question will be relevant for every meeting, and additional topics may need to be added depending on the unique challenges of each show.

Related

• Production Manager
• Set Designer
• Sound Designer
• Stage Manager
• Set Builder
• Audition Form

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Status: Working · Portal: Team · Last reviewed: 2026-05-11 · Owner: Rhett