Production Bible Checklist

Phase-by-phase, role-by-role checklist for everything that should be tracked in the 0.0 - Production Bible across a production’s life cycle. Includes which calendars and documents are shared with which roles.

Inception Phase

Producers/Executive Team

• Select show and secure rights
• Develop Mission/Vision
• Create Fundraising Goals and Doc
• Develop performance calendar
• Establish Overall budget
  • Marketing Budget
  • Production Budget
  • Staff/Creative Team Budget
• Hire Director
• Hire Stage Manager
• Schedule possible performance extensions

Production Manager

• Obtain script and score and prepare its distribution
• Create Production Calendar
  • Preliminary Pre-Production calendar:
    • Onboarding Meeting
    • Production Meetings
    • Initial Design Due
    • First Day/Design Presentations with cast
    • Designer Run

Shared with: Production, Creative and Designers,

• Preliminary casting calendar
  • Auditions
  • Call Backs

Shared with: Creative

• Preliminary Rehearsal Calendar
  • All rehearsal days and approximate hours.
  • Add prop deadline
  • Full Run(should be the same as designer run on the production calendar)

Shared with: Designers, Creative, Crews Ops and FOH, and Cast

• Preliminary Tech Calendar
  • Paper/Dry Tech
  • Load in
  • Spacing Rehearsal
  • First Dress
  • Final Dress
  • Preview Performances

Shared with: Designers, Creative, Crews Ops and FOH, and Cast

• Preliminary Performance Calendar including:
  • Preview Performances
  • Opening Night
  • Preview Prologue (on opening night or preview night)
  • Special Performance (Sensory Friendly, ASL, Etc)
  • Possible Extensions
  • Strike

Share with Designers, Crews Ops and FOH, Marketing and Cast

• Create Google Drive folder structure for production
  • Create master folder for production
  • Add contact sheet in main folder
  • Include subfolders for sets, lights, costumes, sound, script/score, cast, props, etc.
  • Include all calendars
• Coordinate with Director and Producers to assemble creative team

Pre-production Phase 1

Producers/Executive Team

• Develop marketing strategy with marketing team
• Distribute/promote, and pursue funding via the funding doc
• Establish ticket prices, promotional deals and special performances
• Establish ticket sales outlets (online, box office, etc.)
• Coordinate with director and production manager to assemble the creative team
• Schedule and oversee onboarding meeting for all production team and designers

Production Manager

• Schedule One on ones
• Send out and retrieve contracts from director
• Collaborate with Director on hiring:
  • Musical director
  • Choreographer
  • Designers (set, costume, lighting, sound, props, makeup)
  • Crew (assistant SM, board ops, backstage crew)

Director

• Read and analyze script thoroughly
• Create preliminary character and scene breakdowns
• Develop clear artistic vision and concept for the show
• Identify key themes and learning opportunities for young artists
• Collaborate with production manager on hiring:
  • Musical director
  • Choreographer
  • Stage manager and ASM
  • Designers (set, costume, lighting, sound, props, makeup)

Marketing Team

• Create Marketing Strategy
• Create a Marketing Calendar to promote shows through social media, press releases, emails, and local advertisements
• Schedule photo and video shoots for advertising

Pre-production Phase 2

Production Manager

• Send out and retrieve contracts for all team members
  • Stage manager and ASM
  • Musical director
  • Choreographer
  • Set Designer/Carp
  • Costume designer/coordinator
  • Lighting designer
  • Sound designer
  • Props designer
  • Makeup designer
• Ensure all team members have access to script
• Coordinate schedules with director, choreographer, and music director
• Ensure the appropriate rehearsal space has been scheduled
• Ensure proper tech and performance dates have been scheduled with the theatre
• Facilitate production meetings with the appropriate team members
• Share appropriate calendars and google drives with production team and designers
• Review design packages for completeness and budget compliance
• Facilitate cross-departmental design integration
• Document design evolution and changes

Director

• Access Show’s Google Drive and familiarize with organization
• Populate Google Drive with preliminary character and scene breakdowns
• Hold initial production meetings
  • Share artistic vision and concept for the show with designers and production teams
  • Share key themes and learning opportunities for young artists
  • Review and approve preliminary designs
• Prepare for design presentations to cast
• Provide feedback on all design packages
• Approve final design packages before presentations
• Ensure design cohesion across departments

Stage Manager

• Create templates for rehearsal reports, daily calls, and performance reports
• Coordinate with director and production manager to revise rehearsal calendar
• Coordinate with director and production manager on tech calendar
• Create templates for rehearsal reports and performance reports
• Create audition forms with director, choreographer and music director
• Attend production meetings
• Prepare sign-in sheets/show call board for rehearsals
• Begin compiling production bible with approved design packages
• Document design integration points
• Create tracking systems for design changes

Marketing Team

• Design promotional materials for auditions (posters, flyers, social media, emails)
• Gather photos and materials from design team (headshots, bios, interviews)
• Incorporate design concepts into marketing materials

All Designers (General Requirements)

• Attend initial production meetings
• Analyze script for design requirements
• Develop designs and renderings based on director’s vision
• Create comprehensive design package (see department-specific requirements below)
• Review and confirm design fit within budgets
• Present designs to director and production team
• Revise designs based on feedback and budgets
• Document all design changes and evolution
• Create detailed plans for implementation
• Prepare design presentations for cast
• Coordinate with other design departments on integration points

Set Designer (Design Package Components)

• Create concept statement detailing how the design serves the story
• Develop scale ground plan/floor plan with measurements
• Create elevations with height measurements
• Define color palette/swatches
• Produce set renderings or model (physical or digital)
• Compile set dressing list
• Draft transition plan (how scenes will change)
• Prepare materials list and budget breakdown
• Document special effects or practical considerations
• Create construction timeline

Costume Designer (Design Package Components)

• Create concept statement detailing how the designs serve the story
• Develop complete costume plot (scene-by-scene breakdown for each character)
• Create renderings for all principal characters
• Prepare costume breakdown sheets by character
• Define color palette/swatches
• Compile quick change list and initial planning
• Create sourcing plan (build, buy, rent, or existing inventory)
• Develop measurement protocol and schedule
• Document special costume effects or practical considerations
• Prepare budget breakdown

Lighting Designer (Design Package Components)

• Create concept statement detailing how the design serves the story
• Develop preliminary light plot
• Select color selections/gel choices
• Compile special effects list (gobos, practical lights, etc.)
• Create initial cue list/breakdown by scene
• Prepare equipment needs list
• Document areas of focus (showing coverage needs)
• Develop preliminary lighting looks (mood boards or examples)
• Note integration points with other design elements
• Prepare budget breakdown

Sound Designer (Design Package Components)

• Create concept statement detailing how the design serves the story
• Develop preliminary sound cue list
• Prepare sample tracks or sound palettes
• Create microphone plot (for musical productions)
• Compile equipment needs list
• Document special audio effects breakdown
• Plan balance and levels
• Note integration with musical direction (if applicable)
• Create speaker placement plan
• Prepare budget breakdown

Props Designer (Design Package Components)

• Create concept statement detailing how the design serves the story
• Develop complete props list organized by scene
• Create sourcing plan (build, buy, rent, or from inventory)
• Document practical props considerations
• Distinguish set dressing from hand props
• Develop rehearsal props plan (what will be available when)
• Create props tracking document (where props begin/end each scene)
• Compile special effects or consumables list
• Prepare storage and organization plan
• Create budget breakdown

Hair/Makeup Designer (Design Package Components)

• Create concept statement detailing how the design serves the story
• Develop character breakdown with specific hair/makeup needs
• Prepare reference images or renderings
• Document quick change considerations
• List special effects makeup requirements
• Create sourcing plan for materials
• Estimate application timeline
• Prepare budget breakdown

Casting Phase

Director

• Create clear character breakdowns
• Determine audition format and requirements
• Collaborate with music director and choreographer on audition materials
• Conduct initial auditions
• Deliberate with creative team on casting
• Plan and execute callbacks
• Make final casting decisions

Music Director

• Prepare audition music
• Create music tracks/guides for callbacks
• Attend auditions and callbacks
• Assess vocal abilities of auditionees
• Provide input on casting decisions

Choreographer

• Prepare audition dance routines
• Attend auditions and callbacks
• Assess movement abilities of auditionees
• Provide input on casting decisions

Stage Manager

• Prepare audition forms
• Organize audition schedule
• Create callback folders with appropriate materials
• Notify actors about callbacks
• Share appropriate schedules with cast and crew

Production Manager

• Schedule audition and callback dates
• Coordinate with marketing to advertise auditions
• Ensure audition space is secured
• Manage sign-in process

Rehearsal Phase

Director

• Lead parent meeting
• Present unified vision with design team
• Conduct table work with cast
• Establish rehearsal room expectations
• Block scenes and musical numbers
• Guide character development
• Run individual acts and eventually full show
• Hold designer run
• Make final adjustments before tech

Music Director

• Teach vocal parts to cast
• Conduct music rehearsals
• Work with actors on character interpretation through music
• Provide accompaniment during rehearsals
• Prepare vocal warm-ups

Choreographer

• Teach choreography to cast
• Block movement sequences
• Work with actors on character physicality
• Ensure dance numbers are integrated with music and staging

Stage Manager

Daily

• Post sign in and keep attendance
• Create and distribute daily calls
• Take notes during rehearsals
• Generate daily rehearsal reports
• Report any changes or unforeseen additions to appropriate design members
• Document design adaptations and changes needed

Ongoing

• Maintain prop list
• Track blocking and choreography
• Coordinate with designers on props, costumes, and set pieces needed for rehearsal
• Set “off-book” deadlines for actors
• Update character tracking and scene tracking sheets in google drive
• Create show bible with all cues
• Update production bible with design evolutions
• Document design integration issues and solutions

Assistant Stage Manager

• Support stage manager with rehearsal tasks
• Track props and costumes
• Run lines with actors as needed
• Assist with scene changes during runs
• Take notes as needed
• Help document design changes and adaptations

Production Assistant

• Support creative team
• Run errands
• Assist with administrative tasks
• Help with rehearsal setup and breakdown

Designers

• Check daily rehearsal reports and address questions or concerns
• Attend design presentations for cast
• Attend run-throughs as scheduled
• Attend production meetings
• Make adjustments based on collaboration during production meetings
• Document all design changes and adaptations
• Update design packages as needed
• Finalize designs before tech
• Schedule costume fittings (costume designer/coordinator only)

Marketing

• Design promotional materials (posters, flyers, programs)
• Implement marketing strategies
• Take photos and videos of rehearsal
• Collect all cast, crew, and designer’s information
• Design show program

Pre-tech Phase

Production Manager

• Attend Paper/Dry Tech
• Coordinate load-in schedule
• Ensure all technical elements are ready
• Manage budget for any last-minute needs
• Review final design packages before implementation

Director

• Attend paper tech
• Review final design implementations against original vision

Stage Manager

• Lead paper tech
• Conduct safety walk-through with production manager
• Finalize production bible with all design elements integrated

Technical Director/Carp/Crew

• Supervise load-in
• Build and install set
• Test set movement and functionality
• Implement safety measures
• Verify implementation matches final design package

Lighting Designer

• Pre-program light cues
• Install and test additional instruments
• Implement final design package elements

Sound Designer

• Import music into sound system
• Test sound equipment/levels in performance space
• Ensure microphones are working properly
• Create mic plot
• Implement final design package elements

Costume Designer

• Organize costumes by character
• Create costume breakdown sheets
• Prepare and coordinate quick-change areas with stage management
• Implement final design package elements

Props Designer

• Set up prop tables
• Label prop locations
• Implement final design package elements

Tech Rehearsal Phase

Production Manager

• Manage budget for any last-minute needs
• Schedule and oversee production meetings after tech rehearsals
• Monitor design implementation and integration

Director

• Oversee spacing rehearsal
• Guide technical integration
• Work with designers on cues and transitions
• Give clear, actionable notes
• Maintain cast morale and energy
• Attend production meetings
• Verify designs align with artistic vision

Stage Manager

• Continue to update and refine the show bible
• Call cues during technical rehearsals
• Track and address technical issues
• Generate tech rehearsal reports
• Coordinate scene shifts
• Manage backstage traffic flow
• Attend production meetings
• Create communication systems/procedures with Front of House
  • House open
  • Top of show (places)
  • Intermission to Top of Act 2
• Document final design implementation

Technical Director/Crew

• Explain and oversee safety measures
• Prepare spike marks for set placement
• Learn and practice backstage choreography and set changes
• Attend production meetings
• Address any design implementation issues

Lighting Designer

• Refine lighting design cues
• Adjust levels, colors, and timing based on director and stage management feedback
• Attend production meetings
• Document design adaptations from original package

Sound Designer

• Ensure microphones are working properly
• Revise and update mic plot as needed
• Adjust levels, and timing, and sound effects based on director and stage management feedback
• Balance sound levels
• Attend production meetings
• Document design adaptations from original package

Costume Designer

• Teach actors proper costume handling
• Observe run throughs
• Make adjustments to costumes as needed
• Attend production meetings
• Document design adaptations from original package

Props Designer

• Track props during tech
• Make repairs as needed
• Attend production meetings
• Document design adaptations from original package

Board Operators (Lights, Sound)

• Learn cue sequences
• Practice timing with stage manager
• Implement changes as directed

Backstage Crew

• Maintain a safe backstage environment
• Learn scene change choreography
• Practice quick changes
• Ensure backstage pathways are clear
• Maintain prop and costume organization

Marketing

• Continue to implement marketing strategies/campaigns
• Take photos and videos of tech rehearsals for promo (B-Roll)
• Print show programs

Performance Phase

Stage Manager

• Maintain communication with front of house
• Generate daily performance reports
• Call cues during performances
• Track performance issues
• Maintain show consistency
• Conduct/oversee pre-show checks
  • Props
  • Sets
  • Costumes
  • Sounds Checks
  • Lights
  • Actor and crew attendance

Director

• Give opening night notes/encouragement
• Attend performances as scheduled
• Provide performance notes
• Help preparation for special performances (sensory friendly, etc.)

Production Manager

• Handle any production emergencies
• Schedule photo and video documentation
• Plan for strike

Cast and Crew

• Arrive at call times
• Complete pre-show preparations
• Maintain show quality and consistency
• Report issues to stage manager

Box Office/Front of House

• Manage ticket sales
• Participate in front of house procedures with the stage manager
• Seat audience members
• Handle programs and concessions
• Address audience concerns

Post-production Phase

Production Manager

• Organize strike
• Return any rented equipment

• Collect final budgets from all departments
• Close out production budget

• Archive production materials
• Archive final design packages

Stage Manager

• Complete final performance reports
• Organize all production documentation
• Return borrowed items
• Archive prompt book
• Finalize and archive production bible

Director

• Complete production evaluation
• Provide feedback to production team
• Evaluate design implementations against original vision

Technical Director/Crew

• Lead set strike
• Restore venue to original condition
• Inventory and store reusable materials

Designers

• Supervise strike of respective elements
• Archive design materials and final packages
• Complete and submit final reports/budgets
• Document design adaptations and changes

Marketing Team

• Collect and organize production photos and videos
• Update portfolio materials
• Archive marketing materials
• Complete marketing campaign (thank yous, wrap ups, etc.)

PRODUCTION MEETING GUIDES for Encore

Related

• 0.0 - Production Bible
• Stage Manager

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