Pre-Tech
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.
Production Manager · Director · Music Director · Stage Manager · Assistant Stage Manager · Technical Director · Set Builder · Set Designer · Costume Designer · Costume Coordinator · Light Designer · Sound Designer · Prop Designer
Post-Designer Run
*note, this can be combined with Paper Tech either right before or right after.
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 and 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
Paper Tech Meeting
*note, this can be combined with the Designer Run Meeting either right before or right after.
Important: This focused working session occurs right before or right after the Designer Run but 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
-
Stage Manager walks through the show cue by cue
-
Light, sound, and music cues are confirmed and numbered
-
Cue placement and timing are discussed
-
Special or complex sequences are given extra attention
-
Any discrepancies between designers’ plans are resolved
-
Critical transitions and effects are verbally rehearsed
-
Stage Manager updates 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. Post Designer Run *note, this can be combined with Paper Tech either right before or right after.
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 and 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
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 ETA’s
-
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.
Related
Status: Working · Portal: Team · Last reviewed: 2026-05-11 · Owner: Rhett