Encore A–Z

1 - Inception

6 min read

Inception Phase

Working Draft - Refined Version

Active Roles

The following roles are most active in this phase. Each role’s specific tasks live in their own doc’s By Phase section, and the orientation paragraph for each role × phase lives in Phase Overviews.

Producer · Production Manager · Technical Director · Director · Stage Manager

Introduction

The Inception phase represents the genesis of our theatrical journey — the moment when possibilities crystallize into intentions. This foundational period establishes not just what show we’ll produce, but why we’re producing it and how it aligns with our artistic and educational mission.

During Inception, the Producers, Executive Team, and Production Manager collaborate to build a strong foundation. The decisions made during this phase will ripple throughout the entire production process, influencing everything from casting to technical execution.

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

Show Selection

Selecting the right show is perhaps the most consequential decision in the entire production process. It determines the educational opportunities, technical requirements, audience appeal, and budgetary needs for the entire project.

Educational Considerations

  • Skill Development: What specific skills will young artists develop?
  • Age Appropriateness: Is the content and complexity suitable?
  • Casting Opportunities: Does it offer diverse roles and ensemble work?

Artistic Considerations

  • Artistic Value: Does the show have literary and musical merit?
  • Artistic Challenge: How will it stretch your organization creatively?
  • Season Balance: If producing multiple shows, how does this selection complement others?

Practical Considerations

  • Resource Assessment: Do you have the talent, technical capabilities, and expertise?
  • Audience Appeal: Will it resonate with your community?
  • Budget Realities: Can you afford the rights, production costs, and staffing?

Create a simple Show Selection Rationale document that outlines your educational goals, artistic objectives, and alignment with Encore’s mission. This will serve as a reference point throughout the production.

Securing Rights

Once a show has been selected, securing the necessary legal rights becomes an immediate priority.

Rights Process

Identify the Rights Holder

  • Research licensing houses (MTI, Concord Theatricals, TRW, etc.).
  • Check availability for your region/market.

Application and Fees

  • Submit your performance dates, venue information, and ticket prices.
  • Budget for royalties, script/score rentals, and deposits.
  • Explore educational discounts when available.

Contract Review

  • Examine performance restrictions and required billing language.
  • Note material return deadlines and payment schedules.
  • Create a Rights Requirements document with all mandatory elements.

Calendar Integration

  • Add all rights-related deadlines to your production calendar.
  • Schedule payment due dates and material return dates.

Mission and Budget Development

Each production requires its own focused mission that aligns with Encore’s broader goals, supported by careful financial planning.

Mission Statement

  • Articulate why you’re producing this specific show.
  • Connect to Encore’s educational philosophy.
  • Create a concise statement (1-2 sentences) that will guide all decisions.

Budget Framework

  • Rights and Royalties: Performance fees, rentals, and materials
  • Production Costs: Set, costumes, props, lighting, and sound
  • Staffing: Creative team, production team, and technical crew
  • Venue: Rehearsal space, performance venue, and equipment
  • Marketing: Design, printing, advertising, and promotion
  • Contingency: At least 10% of total budget

Income Planning

  • Project ticket sales (conservative, moderate, and optimistic scenarios).
  • Identify fundraising goals and potential sources.
  • Consider program advertising, merchandise, and concessions.

Create a simple Budget Package with your detailed expense projections, income estimates, and cash flow timeline. Build in flexibility by identifying what elements are essential versus optional.

Production Calendar

Creating a comprehensive production calendar during the Inception phase provides the structural framework for the entire production process.

Calendar Building

Identify Fixed Dates

  • Performance dates (including potential extensions)
  • Venue availability constraints
  • Technical load-in dates

Plan Backwards from Opening Night

  • Preview performances
  • Dress rehearsals
  • Technical rehearsals
  • Designer run
  • Off-book deadline
  • First rehearsal
  • Callbacks and auditions
  • Design deadlines

Incorporate Key Components

  • Production meetings
  • Design presentations
  • Marketing milestones
  • Fundraising events

Calendar Integration

  • Check for conflicts with school events, holidays, and community activities.
  • Consider staff availability and workload.
  • Establish a central digital calendar in Google Drive.
  • Create a system for communicating schedule changes.

Building Your Team

The Inception phase includes recruiting the key leadership roles that will shape the production. The Production Manager is already involved at this stage and works with the Executive/Artistic Director to build the rest of the team.

Hiring Sequence

  1. Director: Hire first to establish artistic leadership.

    • Select someone aligned with Encore’s educational mission.
    • Ensure they understand the specific goals for this production.
    • Finalize contract early to secure their involvement throughout planning.

  2. Stage Manager: Secure early to support organizational needs.

    • Involve them from the beginning for better production planning.
    • Include them in early meetings to understand the production vision.

  3. Collaborative Selection: After securing the Director.

    • Consult with the Director before hiring other creative team members.
    • The Director may have trusted collaborators they prefer to work with.
    • Music Director and Choreographer are common examples, but this extends to designers and other creative roles.
    • Respect their input while ensuring all candidates meet Encore’s standards.

  4. Remaining Team: Complete with other essential roles.

Recruitment Considerations

  • Artistic Alignment: Do they understand and support your vision?
  • Educational Approach: Do they work well with young performers?
  • Collaborative Style: Can they work effectively with others?

Hiring Process

  • Develop clear job descriptions with responsibilities and qualifications.
  • Structure interviews to assess both artistic vision and educational philosophy.
  • Create contracts specifying scope, timeline, compensation, and expectations.

Documentation

Establish a simple Google Drive structure following the Encore template to organize:

  • Production planning documents
  • Design materials
  • Schedules and calendars
  • Budget tracking
  • Communication records

Provide access to appropriate team members as they join the production.

Conclusion

The Inception phase lays the foundation upon which the entire production will be built. By thoughtfully addressing show selection, rights, mission, budget, calendar, and staffing, you create a solid framework that will support the creative and educational journey ahead.

The work of Inception may be less visible than the spectacle of technical rehearsals or the emotion of opening night, but it is no less essential to a successful production. Through careful planning and strategic resource allocation, you create the conditions that allow creativity to flourish within a structured, supportive environment — ultimately serving both the artistic quality of the production and the educational growth of Encore’s young artists.

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

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