Encore A–Z

Production Folder Organization Guide

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Production Folder Organization Guide

Overview

This guide covers the complete structure and implementation of the 01_Productions folder within Encore’s Google Drive system. The Productions folder uses the most complex structure since it’s our most involved work, requiring detailed organization for successful collaboration across all phases of production.

Purpose: Organize all documents, materials, and communications needed to produce a show from inception through archive.

Complete Production Folder Structure

01_Productions/

│

├── [Show_Name_Year]/ (e.g., Les_Mis_2025)

│ │

│ ├── 00_Producer/

│ │ ├── Financial/

│ │ │ └── Master_Budget_and_Payment_Tracking.xlsx

│ │ ├── Rights_and_Agreements/

│ │ ├── Contracts/

│ │ │ ├── Creative_Team/

│ │ │ ├── Design_Team/

│ │ │ └── Production_Ops_and_Crews/

│ │ └── Mission_Vision_and_EFI_Targets/

│ │

│ ├── 01_Rehearsal/

│ │ ├── Cast_Information/

│ │ ├── Daily_Calls/

│ │ ├── Script_Score_and_Tracks/

│ │ ├── Calendars/

│ │ ├── Contact_Lists/

│ │ └── Rehearsal_Policies_and_Expectations/

│ │

│ ├── 02_Designs/

│ │ ├── 00_Rehearsal_and_Production_Meeting_Reports/

│ │ │ ├── Rehearsal_Reports/

│ │ │ └── Production_Meeting_Reports/

│ │ ├── 01_Director/

│ │ │ ├── Vision_Statement/

│ │ │ ├── Character_Breakdowns/

│ │ │ ├── Scene_Breakdowns/

│ │ │ └── Reference_Materials/

│ │ ├── 02_Sets/

│ │ │ ├── Design_Package/

│ │ │ └── Photos/

│ │ ├── 03_Costumes/

│ │ │ ├── Design_Package/

│ │ │ └── Photos/

│ │ ├── 04_Props/

│ │ │ ├── Design_Package/

│ │ │ └── Photos/

│ │ ├── 05_Lights/

│ │ │ ├── Design_Package/

│ │ │ └── Photos/

│ │ ├── 06_Sound/

│ │ │ ├── Design_Package/

│ │ │ └── Audio_Files/

│ │ ├── 07_Hair_and_Makeup/

│ │ │ ├── Design_Package/

│ │ │ └── Photos/

│ │ └── 08_Tech_and_Strike/

│ │ ├── Tech_Reports/

│ │ ├── Strike_and_Returns/

│ │ └── Storage/

│ │

│ ├── 03_Auditions/

│ │ ├── Audition_Material/ ← PUBLIC LINK

│ │ │ ├── Show_Overview_Calendar_and_Requirements.doc

│ │ │ ├── Audition_Sides/

│ │ │ └── Audition_Songs/

│ │ └── Casting/ ← PRIVATE

│ │ ├── Audition_Forms_and_Evaluations/

│ │ ├── Callback_Notes/

│ │ └── Final_Casting_Decisions/

│ │

│ ├── 04_Performances/

│ │ ├── Performance_Reports/

│ │ ├── Front_of_House/

│ │ └── Box_Office_Reports/

│ │

│ └── 05_Marketing/

│ ├── Promotional_Materials/ ← PRIVATE

│ ├── Marketing_Campaigns/ ← PRIVATE

│ ├── Social_Media_Content/ ← PRIVATE

│ ├── Cast_Headshots/ ← PRIVATE

│ ├── Rehearsal_Footage/ ← PRIVATE

│ ├── Production_Footage/ ← PRIVATE

│ ├── Program_Design/ ← PRIVATE

│ │ ├── Licensing_Agreement_Program_Specifications/

│ │ └── Sponsor_Advertisement_and_Info/

│ ├── Shirts_and_Sizing/ ← PRIVATE

│ ├── Press_and_Media/ ← PRIVATE

│ └── Public_Marketing_Materials/ ← PUBLIC LINK

│

└── Archived_Shows/ ← EXECUTIVE ONLY

Folder Details

00_Producer

Access: Executive Only Purpose: High-level production management and sensitive materials

Financial/

  • Master_Budget_and_Payment_Tracking.xlsx - Excel file with multiple tabs:

    • Master Budget tab

    • Payment Tracking tab

    • Department Budget breakdowns

    • Cash flow projections

    • Financial reports

Rights_and_Agreements/

  • Performance rights documentation

  • Licensing agreements

  • Legal correspondence with rights holders

Contracts/

  • Creative_Team/ - Director, Music Director, Choreographer contracts

  • Design_Team/ - All designer contracts and agreements

  • Production_Ops_and_Crews/ - Technical staff, crew, and operations contracts

Mission_Vision_and_EFI_Targets/

  • Production-specific mission statement

  • Educational goals and targets

  • Vision alignment documentation

01_Rehearsal

Access: All Teams Purpose: Cast-accessible materials only

Cast_Information/

  • Contact information for cast members

  • Character assignments

  • Emergency contact information

  • Note: No headshots stored here

Daily_Calls/

  • Daily rehearsal call sheets

  • Schedule updates and changes

  • Attendance tracking

Script_Score_and_Tracks/

  • Master script and score

  • Music tracks and accompaniment files

  • Updated pages and revisions

Calendars/

  • Rehearsal schedule

  • Performance calendar

  • Important dates and deadlines

Contact_Lists/

  • Production team contact information

  • Emergency contacts

  • Key personnel directory

Rehearsal_Policies_and_Expectations/

  • Rehearsal room rules and expectations

  • Attendance policies

  • Safety guidelines

02_Designs

Access: Production Team Purpose: Creative team workspace and design development

00_Rehearsal_and_Production_Meeting_Reports/

  • Rehearsal_Reports/ - Daily rehearsal documentation

  • Production_Meeting_Reports/ - Production team meeting notes

01_Director/

  • Vision_Statement/ - Director’s artistic vision and concept

  • Character_Breakdowns/ - Character analysis and development

  • Scene_Breakdowns/ - Scene-by-scene analysis

  • Reference_Materials/ - Inspiration and research materials

02_Sets/ through 07_Hair_and_Makeup/

Each design folder contains:

  • Design_Package/ - Complete design deliverables per Pre-Production Guide

  • Photos/ - Progress photos and documentation

  • Audio_Files/ - Sound design only (instead of Photos)

08_Tech_and_Strike/

  • Tech_Reports/ - Technical rehearsal documentation

  • Strike_and_Returns/ - Equipment return and strike coordination

  • Storage/ - Storage location documentation

03_Auditions

Access: Mixed (Production Team + Public Links)

Audition_Material/ ← PUBLIC LINK

Public Access via Link

  • Show_Overview_Calendar_and_Requirements.doc - All audition info in one document

  • Audition_Sides/ - Scene excerpts for auditions

  • Audition_Songs/ - Music for auditions

Casting/ ← PRIVATE

Production Team Only

  • Audition_Forms_and_Evaluations/ - Audition documentation

  • Callback_Notes/ - Callback process documentation

  • Final_Casting_Decisions/ - Casting choices and rationale

04_Performances

Access: Production Team + Crew, Ops, & FOH

Performance_Reports/

  • Nightly performance reports

  • Issue tracking and notes

  • Performance quality documentation

Front_of_House/

  • House management procedures

  • Patron services documentation

  • Lobby and concession coordination

Box_Office_Reports/

  • Ticket sales tracking

  • Attendance records

  • Revenue reports

05_Marketing

Access: Production Team + Crew, Ops, & FOH

Working Folders (All PRIVATE):

  • Promotional_Materials/ - Posters, flyers, print materials

  • Marketing_Campaigns/ - Social media calendars, email campaigns

  • Social_Media_Content/ - Posts, stories, content creation

  • Cast_Headshots/ - Professional cast photography

  • Rehearsal_Footage/ - Behind-the-scenes video content

  • Production_Footage/ - Performance and dress rehearsal video

  • Program_Design/ - Program layout and sponsor information

  • Shirts_and_Sizing/ - Merchandise and cast sizing information

  • Press_and_Media/ - Press releases and media relations

Public_Marketing_Materials/ ← PUBLIC LINK

Public Access via Link

  • Approved promotional materials only

  • Community-accessible photos and videos

  • Press-ready materials

  • Workflow: Marketing team copies approved materials here from working folders

Permission Structure

FolderExecutiveProduction TeamCrew, Ops, & FOHCastPublic
00_Producer✓✗✗✗✗
01_Rehearsal✓✓✗✓✗
02_Designs✓✓✓✗✗
03_Auditions - Material✓✓✗✗Link
03_Auditions - Casting✓✓✗✗✗
04_Performances✓✓✓✗✗
05_Marketing✓✓✓✗✗
05_Marketing/Public_Materials✓✓✓✗Link
Archived_Shows✓✗✗✗✗

Access Groups Defined:

  • Executive: Executive Director, Artistic Director, Managing Director, Production Manager

  • Production Team: Creative Team, Design Team, Stage Management, Technical Director, Department Directors

  • Crew, Ops, & FOH: Board Operators, Run Crew, House Manager, Box Office, Ushers

  • Cast: Performers, Students

Setup Process

Phase 1: Folder Creation

  1. Create main production folder: [Show_Name_Year]

  2. Build complete subfolder structure following the template above

  3. Set initial permissions according to access matrix

  4. Create public link folders for Audition_Material and Public_Marketing_Materials

Phase 2: Initial Population

  1. Upload core documents to appropriate folders

  2. Set up Excel tracking file in Financial folder

  3. Create initial calendars and contact lists

  4. Establish public links and test access

Phase 3: Team Orientation

  1. Train Production Manager on folder management

  2. Orient creative team on design folder structure

  3. Educate cast on rehearsal folder contents

  4. Establish file naming protocols

Phase 4: Ongoing Management

  1. Regular permission audits as team changes

  2. Archive outdated materials systematically

  3. Update public folders as materials are approved

  4. Maintain folder organization throughout production

Best Practices

File Naming Conventions

  • Documents: [TYPE][SHOW][DATE]_[VERSION]

  • Photos: [DATE][EVENT][DESCRIPTION]

  • Videos: [DATE][TYPE][SHOW]_[DESCRIPTION]

  • Test links regularly to ensure functionality

  • Update public materials promptly when internal versions change

  • Remove outdated materials after production closes

  • Monitor content to ensure only approved materials are public

Archive Process

  1. Complete final documentation in all folders

  2. Ensure all financial tracking is up to date

  3. Move entire production folder to Archived_Shows

  4. Remove cast and crew access after archive

  5. Maintain Executive access for historical reference

Security Guidelines

  • Regular permission reviews especially during casting changes

  • Prompt access removal when team members leave

  • Consistent use of Encore accounts when possible

  • Protection of student information per privacy guidelines

Troubleshooting

Common Issues

“I can’t access a folder”

  • Verify your role matches the permission matrix

  • Confirm you’re using your Encore Google account

  • Contact Production Manager for access verification

“Public link isn’t working”

  • Check that link hasn’t been changed or expired

  • Verify you’re accessing the correct subfolder

  • Contact Marketing team for current links

“Folder is getting cluttered”

  • Follow file naming conventions consistently

  • Archive old versions in dated subfolders

  • Use Google Drive’s built-in version history

Getting Help

  • Access Issues: Production Manager

  • Technical Problems: IT Support or Google Workspace admin

  • Structure Questions: Refer to this guide

  • Training Needs: Department Directors

Conclusion

The Production folder structure supports Encore’s collaborative approach to creating exceptional theater while maintaining the organization needed for complex projects. By following this guide, production teams can focus on creating great art rather than searching for information.

Key Success Factors:

  • Consistent implementation across all productions

  • Regular maintenance and permission management

  • Clear communication about folder purposes and access

  • Ongoing training for new team members

This structure grows with each production, incorporating lessons learned while maintaining the consistency that allows teams to work efficiently and effectively in service of our young artists and our artistic mission.

📂 01_Productions/

│

├── 🎭 [Show_Name_Year]/ (e.g., Les_Mis_2025)

│ │

│ ├── 💼 00_Producer/

│ │ ├── 💰 Financial/

│ │ │ └── 📊 Master_Budget_and_Payment_Tracking.xlsx

│ │ ├── 📜 Rights_and_Agreements/

│ │ ├── 📋 Contracts/

│ │ │ ├── 🎭 Creative_Team/

│ │ │ ├── 🎨 Design_Team/

│ │ │ └── 🔧 Production_Ops_and_Crews/

│ │ └── 🎯 Mission_Vision_and_EFI_Targets/

│ │

│ ├── 🎭 01_Rehearsal/

│ │ ├── 👥 Cast_Information/

│ │ ├── 📅 Daily_Calls/

│ │ ├── 📖 Script_Score_and_Tracks/

│ │ ├── 🗓️ Calendars/

│ │ ├── 📞 Contact_Lists/

│ │ └── 📋 Rehearsal_Policies_and_Expectations/

│ │

│ ├── 🎨 02_Designs/

│ │ ├── 📝 00_Rehearsal_and_Production_Meeting_Reports/

│ │ │ ├── 📄 Rehearsal_Reports/

│ │ │ └── 📊 Production_Meeting_Reports/

│ │ ├── 🎬 01_Director/

│ │ │ ├── ✨ Vision_Statement/

│ │ │ ├── 👤 Character_Breakdowns/

│ │ │ ├── 🎭 Scene_Breakdowns/

│ │ │ └── 📚 Reference_Materials/

│ │ ├── 🏗️ 02_Sets/

│ │ │ ├── 📐 Design_Package/

│ │ │ └── 📸 Photos/

│ │ ├── 👗 03_Costumes/

│ │ │ ├── 📐 Design_Package/

│ │ │ └── 📸 Photos/

│ │ ├── 🎪 04_Props/

│ │ │ ├── 📐 Design_Package/

│ │ │ └── 📸 Photos/

│ │ ├── 💡 05_Lights/

│ │ │ ├── 📐 Design_Package/

│ │ │ └── 📸 Photos/

│ │ ├── 🔊 06_Sound/

│ │ │ ├── 📐 Design_Package/

│ │ │ └── 🎵 Audio_Files/

│ │ ├── 💄 07_Hair_and_Makeup/

│ │ │ ├── 📐 Design_Package/

│ │ │ └── 📸 Photos/

│ │ └── ⚙️ 08_Tech_and_Strike/

│ │ ├── 🔧 Tech_Reports/

│ │ ├── 📦 Strike_and_Returns/

│ │ └── 🗃️ Storage/

│ │

│ ├── 🎤 03_Auditions/

│ │ ├── 📋 Audition_Material/ 🌐 PUBLIC LINK

│ │ │ ├── 📄 Show_Overview_Calendar_and_Requirements.doc

│ │ │ ├── 📝 Audition_Sides/

│ │ │ └── 🎵 Audition_Songs/

│ │ └── 🎯 Casting/ 🔒 PRIVATE

│ │ ├── 📋 Audition_Forms_and_Evaluations/

│ │ ├── 📝 Callback_Notes/

│ │ └── ✅ Final_Casting_Decisions/

│ │

│ ├── 🎭 04_Performances/

│ │ ├── 📊 Performance_Reports/

│ │ ├── 🏛️ Front_of_House/

│ │ └── 🎫 Box_Office_Reports/

│ │

│ └── 📢 05_Marketing/

│ ├── 🎨 Promotional_Materials/ 🔒 PRIVATE

│ ├── 📱 Marketing_Campaigns/ 🔒 PRIVATE

│ ├── 📲 Social_Media_Content/ 🔒 PRIVATE

│ ├── 📸 Cast_Headshots/ 🔒 PRIVATE

│ ├── 🎬 Rehearsal_Footage/ 🔒 PRIVATE

│ ├── 🎥 Production_Footage/ 🔒 PRIVATE

│ ├── 📄 Program_Design/ 🔒 PRIVATE

│ │ ├── 📜 Licensing_Agreement_Program_Specifications/

│ │ └── 💼 Sponsor_Advertisement_and_Info/

│ ├── 👕 Shirts_and_Sizing/ 🔒 PRIVATE

│ ├── 📰 Press_and_Media/ 🔒 PRIVATE

│ └── 🌟 Public_Marketing_Materials/ 🌐 PUBLIC LINK

│

└── 🗃️ Archived_Shows/ 👑 EXECUTIVE ONLY

├── 📅 2024_Shows/

├── 📅 2023_Shows/

└── 📅 2022_Shows/

🔑 Legend

🌐 PUBLIC LINK - Accessible via public link (view-only) 🔒 PRIVATE - Team access only 👑 EXECUTIVE ONLY - Executive team access only

📊 Access Summary

Folder LevelAccess TypeDescription
💼 00_Producer👑 Executive OnlyBudgets, contracts, sensitive materials
🎭 01_Rehearsal👥 All TeamsCast-accessible materials
🎨 02_Designs🎯 Production TeamCreative and technical development
🎤 03_Auditions🌐 Mixed AccessPublic audition materials, private casting
🎭 04_Performances🎪 OperationsPerformance and house management
📢 05_Marketing🌐 Mixed AccessPrivate working files, public approved materials
🗃️ Archived_Shows👑 Executive OnlyHistorical production records

DIRECTOR’S GUIDE for Encore

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

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