Encore A–Z

0.0 - Production Bible

6 min read

Production Bible

The orienting hub for producing a show at Encore. Each phase is summarized below; each role’s contribution to every phase lives in that role’s own doc. Use this page to find your way to the right place — not to read the whole production process at once.

How This Vault Is Organized

  • Phases (this page links to all eight) describe what each phase is, why it matters, and what success looks like.
  • Roles (linked under each phase below) describe what every individual contributor does — including a By Phase section in each role doc that lists their tasks for every phase.
  • The Show Bible is the Stage Manager’s definitive reference for the production itself (prompt book, cue list, blocking notation, etc.).
  • Reference docs are lookup material — glossary, budget, drive structure, tech-week essentials.

The Three Phases

Every Encore production moves through three meta-phases, each containing concrete phase notes.

Conceive — Vision takes shape; teams come together; concepts become design plans. By the end, we have a complete artistic vision supported by detailed designs and a collaborative team ready to bring it to life.

Create — Vision becomes reality through ensemble. We cast, rehearse, and prepare to integrate technical elements.

Connect — Lights, sound, sets, costumes, props, and performances integrate. We share the work with audiences, then close out the production.

“Begin with the end in mind.” — Stephen Covey

The Eight Phases

1 — Inception (Conceive)

The genesis of the journey. The Executive Team decides what and why — show selection, fiscal parameters, vision. The Production Manager translates vision into timelines and infrastructure. The Technical Director assesses technical feasibility. The Director begins script analysis.

Active roles: Producer, Production Manager, Technical Director, Director

See 1 - Inception for the phase overview.

2 — Pre-Production (Conceive)

Two beats: Assemble (hire the creative team, run the onboarding meeting, develop the marketing strategy) and Design (designers analyze the script through their specialized lenses, develop concepts, and prepare Design Presentations).

Active roles: Producer, Production Manager, Director, Stage Manager, Technical Director, Costume Designer, Light Designer, Sound Designer, Set Designer, Prop Designer, Marketing

Milestone: Design Presentations.

See 2 - Pre-Production for the phase overview.

3 — Casting (Create)

Auditions → callbacks → role offers → parent meeting. Plan carefully, execute with grace and kindness, manage expectations. Cast size, audition timeline (3 weeks out, callbacks 2 weeks out), and the audition form are documented in 3 - Casting.

Active roles: Director, Music Director, Choreographer, Stage Manager, Production Manager

“Character is plot, and casting is character.” — F. Scott Fitzgerald

See 3 - Casting for the phase overview.

4 — Rehearsals (Create)

The structured progression from table work through learning material, blocking, character development, and full runs. Culminates in the Designer Run. Director-led process work (Table Work, staging, transitions) lives in Director’s Guide.

Active roles: Director, Music Director, Choreographer, Stage Manager, Assistant Stage Manager, Production Assistant, all designers, Technical Director, Marketing

Milestones: Table Work, blocking/choreography, off-book date, Designer Run.

See 4 - Rehearsals for the phase overview.

5 — Pre-Tech (Create)

Paper Tech (cue review), Dry Tech (technical run without actors), and load-in. By the end, all design elements should be installed, organized, and ready for integration with rehearsed performances.

Active roles: Production Manager, Director, Stage Manager, Technical Director, Light Designer, Sound Designer, Costume Designer, Prop Designer

Milestones: Paper Tech, Dry Tech, Load-In.

See 5 - Pre-Tech for the phase overview.

6 — Technical Rehearsals (Connect)

Where everything converges. Tech is hard — ideas have to work in real time with one another. Stay ahead by taking accountability for your department’s responsibilities.

Active roles: Production Manager, Director, Stage Manager, Technical Director, all designers, board operators, backstage crew, Marketing

Milestones: Spacing rehearsal, Add Sound, Add Costumes, First Dress, Final Dress, Invited Dress, Previews.

“Be where you said you’d be, when you said you’d be there, having done what you said you’d do.” — Phillip Ekuwem

See 6 - Technical Rehearsals for the phase overview.

7 — Performance (Connect)

The culmination. The Stage Manager becomes the primary coordinator, calling all cues. The Technical Director oversees technical operations. The Director typically steps back, having given opening night notes. Cast and crew deliver consistent, high-quality performances.

Active roles: Stage Manager, Director, Production Manager, Technical Director, Cast and Crew, Box Office / Front of House

Milestones: Opening Night, Preview Prologue, Special Performances (Sensory-Friendly, ASL, etc.), Closing Night.

“Theater is the art form of the present: it exists only in the present, and then it’s gone.” — Simon McBurney

See 7 - Performance for the phase overview.

8 — Post-Production (Connect)

Strike, return rented equipment, archive materials, run the post-mortem. Honor the work, capture lessons learned, and prepare for the next production.

Active roles: Production Manager, Stage Manager, Director, Technical Director, all designers, Marketing

Milestones: Strike, Post-Mortem Meeting.

See 8 - Post-Production for the phase overview.

Roles Directory

Creative Team — Director · Choreographer · Music Supervisor Director · Director Choreographer · Associates: Acting, Choreographer, Vocal

Production Team — Producer · Production Manager · Stage Manager · Technical Director · Assistant Stage Manager · Production Assistant · Production Hierarchy · Programs Directors · Apparel and Vinyl Production Coordinator · Culture & Community Coordinator

Design Team — Set Designer · Costume Designer · Costume Coordinator · Light Designer · Sound Designer · Prop Designer

Crew / Carps / Board Operators — Scenic Artist · Set Builder

For each role’s specific tasks within each phase, open the role’s doc and scroll to its Phase Responsibilities section.

Show Bible (Stage Manager’s Reference)

Reference

Meeting Guides

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

Graph View

Backlinks