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Tech Week Essentials

17 min read

Tech Week Essentials

Introduction

Tech week represents the critical junction where all production elements merge—when the artistic vision meets technical execution. Often referred to informally as “Hell Week,” this period can be both immensely challenging and deeply rewarding. The purpose of this supplementary guide is to provide practical tools, checklists, and procedures that complement Encore’s existing Technical Rehearsals documentation, ensuring a smoother tech process for everyone involved.

“Tech week is designed to ensure that all the hard work, hours, sweat, and tears you’ve put into creating your art culminates into something magical for your patrons, cast, crew, and community.”

This supplement focuses on the practical details of tech week management, offering concrete systems and approaches that can be implemented immediately. When used alongside Encore’s Production Bible and Technical Rehearsals guide, these resources will help directors, stage managers, and production teams transform potential chaos into coordinated execution.

Tech Week Planning

The Architecture of Tech Week

Tech week planning should begin far earlier than many expect—ideally at the script selection phase. An effective approach is working backward from opening night, ensuring each phase builds progressively toward technical integration.

Important considerations during early planning:

  • Design Integration Questions: As you block scenes, continually ask:

    • What lighting will be required for this scene?

    • How will sound cues integrate with actor movements?

    • Will actors be visible from the booth for critical cues?

    • How will set pieces transition between scenes?

  • Technical Specifications Documentation: Create detailed documents for each design area well before tech week:

    • Sound cue lists with descriptions, timing requirements, and fade specifications

    • Lighting cue lists with mood descriptions, areas, and transitions

    • Set change diagrams showing initial and final positions

    • Props tracking sheets showing entrances and exits of all items

Layered Technical Integration

The most effective tech rehearsals introduce technical elements gradually rather than simultaneously. This layered approach reduces cognitive overload for both performers and technical staff.

Recommended sequence:

  1. Spacing rehearsal (actors on set without technical elements)

  2. Dry tech (technical elements without actors)

  3. Cue-to-cue (actors with basic technical elements, jumping between cues)

  4. Technical run (adding costumes and remaining elements)

  5. Dress rehearsals (full production run with all elements)

This gradual integration allows each element to be properly incorporated before adding additional complexity.

Types of Technical Rehearsals

Dry Tech

The primary purpose of dry tech is to coordinate technical elements without performer variables. This rehearsal focuses exclusively on the production team and crew, allowing them to work through transitions, cues, and effects systematically.

Key Components:

  • Run through the entire show with just technicians

  • Test all light and sound cues in sequence

  • Rehearse set transitions and special effects

  • Discuss intensity, timing, and placement of various cues

  • Identify and solve technical problems before involving performers

  • Ensure booth-to-stage communication systems function properly

Timing: Schedule this 1-2 days before performers enter the theater space

Cue-to-Cue Rehearsal

This specialized rehearsal focuses on transitional moments where technical elements change, allowing the team to fine-tune these critical points without running the entire show.

Key Components:

  • Actors arrive in basic rehearsal clothing (not full costume)

  • The stage manager calls “hold” after each technical sequence

  • Focus on the moments immediately before and after technical transitions

  • Particular attention to light/sound cues that must coordinate with actor movement

  • Skip non-technical portions of scenes to maximize efficiency

Timing: Often the first rehearsal with actors in the performance space

Dress Rehearsal

By the dress rehearsal stage, all technical issues should be nearly resolved, and the focus shifts to integrating costumes, hair, and makeup with existing technical elements.

Key Components:

  • Full costume, hair, and makeup

  • Performers should arrive with ample preparation time

  • Technical elements should be fully programmed

  • Run without stopping unless absolutely necessary

  • Technical team should use this time to make final adjustments

  • Focus on quick changes, costume functionality, and microphone placement

Timing: Schedule 2-3 dress rehearsals before opening, with the final one treated as a performance

Full Run-Through

The complete performance experience from start to finish, with no stops and full production values.

Key Components:

  • Treat as an actual performance

  • Director refrains from interrupting

  • Take notes for discussion afterward rather than stopping

  • Time the performance accurately

  • Have performers complete all pre-show and post-show routines

  • Optionally invite a small test audience for feedback

Timing: The final rehearsal before previews or opening

Director’s Toolkit

Essential Tools for the Director’s Station

During tech rehearsals, the director needs a well-organized station with specific tools to facilitate efficient communication and documentation.

The Director’s Desk Should Include:

  • Script Materials:

    • Two script copies: one annotated from rehearsal and a clean copy for final tech notes

    • The annotated copy should include blocking, character notes, and conceptual elements

    • The clean copy becomes your technical script with light, sound, and transition cues

  • Writing Implements:

    • Pencils only (never permanent markers) for cues that may change

    • Multiple colored pens or highlighters for coding different technical elements:

      • Red: lighting cues

      • Blue: sound cues

      • Green: set transitions

      • Purple: actor entrances/exits

      • Orange: props movements

  • Communication Tools:

    • Headset connected to stage manager and booth

    • Silent communication system with assistant directors (hand signals or text)

    • Notepad for detailed notes that don’t fit in script margins

  • Reference Materials:

    • Complete design package from each department

    • Master prop list with tracking information

    • Scene breakdown with character tracking

    • Quick change schedule

    • Technical timeline and daily schedule

  • Comfort Essentials:

    • Water bottle (with secure lid, positioned away from electronics)

    • Throat lozenges for long directing sessions

    • Small snacks for energy during extended runs

    • Extra layers for temperature changes in theater

Script Notation System

Develop a consistent notation system for your technical script:

  • Use numbered cues (L1, L2, L3 for lights; S1, S2, S3 for sound)

  • Mark cue points with a vertical line through the text

  • Indicate warning cues with “W” before the cue number

  • Note duration for sound cues (e.g., “S5 - 45 sec”)

  • Use arrows to indicate fade in/out directions

  • Include timestamps for run timing (useful for intermission planning)

A well-organized director’s station prevents needless interruptions and keeps the tech process moving efficiently.

Comprehensive Tech Checklists

Pre-Tech Preparation Checklist

Complete these tasks before technical rehearsals begin:

□ Prop Organization:

  • Create a prop table with taped sections for each item

  • Label each section with prop name and act/scene

  • Create a master prop checklist with photos

  • Check all practical props (those that must function)

  • Verify that all props have required batteries/power

  • Establish food prop storage/replacement system

□ Technical Equipment:

  • Test all microphones with fresh batteries

  • Check lighting instruments for proper function

  • Verify all lighting gels are secure and in good condition

  • Test communication headsets between booth and backstage

  • Create personalized scripts for each technical operator

  • Label all cables and connections for quick troubleshooting

□ Safety Preparations:

  • Tape down all cables and wires with gaff tape

  • Mark wing boundaries for actor visibility limits

  • Verify emergency exits are clear and marked

  • Check backstage pathways for trip hazards

  • Install blue running lights in dark pathways

  • Establish safety check protocol for pre-show

□ Space Setup:

  • Sweep and mop stage before each rehearsal

  • Check all set pieces for stability and safety

  • Sand any wooden edges that might cause splinters

  • Mark spike positions for all movable set elements

  • Establish designated backstage waiting areas

  • Set up quick-change stations with all necessities

During-Tech Daily Checklist

Complete these checks before each technical rehearsal:

□ Director Preparation:

  • Review notes from previous rehearsal

  • Prepare specific focus areas for current rehearsal

  • Create priority list of issues to resolve

  • Check communication systems with SM and booth

  • Prepare specific questions for designers

□ Technical Verification:

  • Test all lighting and sound cues

  • Check wireless microphone batteries

  • Verify all special effects are functional

  • Test scene change transitions

  • Confirm costume quick-changes are prepared

  • Check prop tables for complete and correct setup

□ Cast and Crew Readiness:

  • Schedule sufficient arrival time for makeup/costumes

  • Conduct mic check for all performers

  • Verify all performers have completed safety orientation

  • Conduct physical and vocal warm-ups

  • Hold fight/dance call for safety-critical sequences

  • Brief crew on any changes since previous rehearsal

□ Documentation:

  • Update cue sheets with previous day’s changes

  • Distribute updated schedules as needed

  • Post sign-in sheets and call times

  • Prepare note-taking system for current rehearsal

  • Update tracking sheets for props/costumes

Post-Rehearsal Checklist

Complete these tasks after each technical rehearsal:

□ Technical Reset:

  • Return all props to tables in proper positions

  • Return all costumes to racks or storage

  • Power down technical equipment properly

  • Secure any valuable equipment

  • Reset stage to starting configuration

  • Turn off all unnecessary lights

□ Maintenance:

  • Sweep and clean the stage

  • Note any repairs needed for props, set, or costumes

  • Charge wireless microphone batteries

  • Clean makeup stations and dressing rooms

  • Replenish any consumable items (tape, batteries, etc.)

  • Wash any used costume elements as needed

□ Administrative:

  • Schedule necessary repair or adjustment time

  • Complete and distribute rehearsal reports

  • Consolidate director, SM, and designer notes

  • Update technical documentation with changes

  • Adjust next day’s schedule based on progress

  • Communicate critical information to absent team members

Cast and Crew Preparation

Pre-Show Checklist for Performers

Distribute this checklist to all cast members to use before each performance:

□ Check-in and Preparation:

  • Sign in with stage manager upon arrival

  • Confirm all personal props are in place

  • Complete mic check with sound engineer

  • Verify costume pieces and quick-change items

□ Physical and Mental Preparation:

  • Complete personal physical warm-up

  • Perform vocal exercises for projection and articulation

  • Hydrate properly (water, not caffeine or dairy)

  • Eat appropriate pre-show snack if needed

□ Technical Verification:

  • Test any practical props you will use

  • Confirm backstage pathways for entrances/exits

  • Check quick-change locations and setups

  • Turn off and store all personal electronic devices

  • Remove all personal jewelry, watches, etc.

□ Final Preparation:

  • Apply stage makeup and secure hairstyle

  • Use restroom before places call

  • Confirm first entrance position

  • Check that costume microphone is properly secured

  • Enter focused performance mindset

Intermission Checklist for Performers

□ Immediate Tasks:

  • Check for Act Two costume changes

  • Verify Act Two props are in position

  • Touch up makeup and hair as needed

  • Hydrate appropriately

  • Use restroom if needed

□ Technical Check:

  • Verify microphone is still securely attached

  • Confirm battery pack is still functioning

  • Check costume for any repairs needed

  • Return to proper starting position on places call

  • Turn off any electronic devices used during break

Post-Show Checklist for Performers

□ Costume Care:

  • Return all costume pieces to appropriate rack

  • Report any costume damage or quick-change issues

  • Return all accessories to designated containers

  • Place used garments in laundry if applicable

□ Prop Management:

  • Return all personal props to the prop table

  • Report any prop malfunctions or damage

  • Check that consumable props need replacement

□ Technical Equipment:

  • Power down and return microphone pack

  • Report any technical difficulties experienced

  • Return any communication devices used

□ Personal Responsibility:

  • Clean makeup station and dressing area

  • Remove all personal belongings from theater

  • Sign out with stage manager before leaving

Backstage Organization

The Essential Backstage Box

Create a backstage emergency kit containing these essential items:

Wardrobe Emergencies:

  • Safety pins (various sizes)

  • Sewing kit with multiple thread colors

  • Fabric tape and fashion tape

  • Extra buttons (basic styles and colors)

  • Black and white gaff tape

  • Bobby pins and hair ties

  • Hairspray and hair gel

  • Spare earring backs

  • Quick-dry fabric glue

First Aid Supplies:

  • Adhesive bandages (multiple sizes)

  • Antiseptic wipes

  • Athletic tape and ace bandages

  • Scissors (blunt-tip for safety)

  • Pain relievers (acetaminophen and ibuprofen)

  • Hydration supplements

  • Muscle relief patches or cream

  • Tweezers for splinters

  • Disposable ice packs

  • Alcohol wipes and hand sanitizer

Personal Care Items:

  • Hygiene wipes and facial tissues

  • Unscented deodorant

  • Makeup remover wipes

  • Breath mints (non-noisy packaging)

  • Dental floss and toothpicks

  • Moisturizing eye drops

  • Lip balm

  • Travel tissues

Communication Tools:

  • Small notebooks and pencils

  • Backstage cue sheets

  • Whiteboard and markers for quick notes

  • Clipboards for tracking sheets

  • Extra copies of quick-change lists

Technical Supplies:

  • Flashlights with red filters

  • Extra batteries (common sizes)

  • Gaffer’s tape in multiple colors

  • Electrical tape

  • Multi-tool or basic tool kit

  • Spare shoelaces

  • Clear fishing line for emergency repairs

Position the Backstage Box in an accessible location that won’t interfere with backstage traffic but remains easily available during performances.

Backstage Rules and Etiquette

Post these essential rules backstage to maintain professionalism and safety:

Communication Protocols:

  • No talking backstage during performances

  • Use hand signals or written notes for urgent communication

  • Turn off all electronic devices or set to airplane mode

  • Report technical issues only to stage manager or assigned crew

Backstage Movement:

  • No standing in wings unless waiting for imminent entrance

  • Use designated crossover paths only

  • Remain in designated holding areas when not on stage

  • Walk, never run, unless part of performance

  • Maintain absolute silence during scene changes

Personal Conduct:

  • No eating or drinking in costume (water excepted with care)

  • No touching props that aren’t assigned to you

  • Arrive 10 minutes early for all calls

  • Expect to stay 10 minutes after for notes when needed

  • Treat all crew members with the same respect as directors

Safety Practices:

  • Report any hazards immediately to stage manager

  • Never sit on prop tables or costume racks

  • Keep all pathways clear at all times

  • Follow preset traffic patterns for quick changes

  • Honor “No Entry” areas for technical operations

Theater Traditions:

  • No whistling in the theater

  • Avoid saying “good luck” (use “break a leg” instead)

  • Never mention “Macbeth” in the theater

  • No peacock feathers or real mirrors on stage

  • Respect ghost light protocols

Consistently enforcing these rules during tech week establishes habits that carry through performances, ensuring both safety and professionalism.

Run Notes Process

Structured Feedback System

Establish a clear process for delivering notes after runs to maximize improvement while maintaining positive morale. This three-part structure ensures comprehensive feedback while respecting everyone’s contributions.

Director’s Notes

Begin each notes session with the director’s observations:

  • Start with positive elements that worked well

  • Be specific about what succeeded (“The energy during the party scene created exactly the atmosphere we needed”)

  • Address technical issues factually, without blame

  • Frame adjustments as refinements rather than corrections

  • Use precise language about timing, placement, and execution

  • Prioritize notes so the most critical come first

  • Conclude with an encouraging observation about progress

Technical/Crew Notes

Allow the stage manager and technical leads to address operational issues:

  • Note any backstage traffic problems

  • Address scene change timing and execution

  • Discuss sound and lighting coordination

  • Note microphone or costume quick-change issues

  • Suggest practical solutions to technical challenges

  • Recognize successful technical executions

  • Discuss safety concerns constructively

Cast Questions and Observations

Finally, invite cast to contribute their perspective:

  • Allow performers to ask clarifying questions

  • Encourage them to note any technical obstacles

  • Discuss any timing or coordination challenges

  • Welcome suggestions that might improve execution

  • Address concerns about safety or practicality

  • Note any issues that occurred out of the director’s view

Important Reminder: During notes sessions, maintain a supportive, solution-oriented environment. Remember that positive reinforcement is especially valuable in acting—acknowledging strengths encourages growth and doesn’t foster arrogance but rather confidence.

Note Documentation

Establish a system for tracking and implementing notes:

  • Record all notes in a central document organized by department

  • Assign responsibility for each action item

  • Set deadlines for implementing changes

  • Follow up on previous notes at the start of each session

  • Create a visual tracking system (whiteboard grid or digital dashboard)

  • Close the loop by checking off completed adjustments

With proper documentation, important adjustments won’t be forgotten during the intense tech week process.

Wellness and Health Considerations

Director and Production Team Wellness

The leadership team sets the tone for the entire production. Maintaining your physical and mental well-being is not self-indulgent—it’s essential for making sound decisions under pressure.

Physical Wellness Strategies:

  • Schedule specific meal breaks and honor them

  • Prepare healthy snacks that provide sustained energy

  • Choose water over caffeine when possible

  • Stand and stretch at least once per hour

  • Wear comfortable shoes with proper support

  • Use proper posture when sitting for extended periods

  • Schedule sufficient sleep despite the demanding schedule

Mental Wellness Practices:

  • Establish clear boundaries between tech and personal time

  • Create a “shutdown ritual” when leaving the theater

  • Practice 5-10 minutes of mindfulness before each day

  • Maintain perspective—most technical issues are solvable

  • Take brief walks outside when facing difficult problems

  • Keep a small notebook for worries to address later

  • Delegate appropriately rather than micromanaging

Flexibility and Adaptability:

  • Enter tech with an open mindset about adjustments

  • Expect that some elements will require modification

  • View challenges as opportunities for creative solutions

  • Focus on the essential storytelling rather than perfection

  • Remember that the audience won’t know the “ideal” version

  • Stay flexible regarding technical capabilities and limitations

  • Maintain a solution-oriented approach to problems

Performer Wellness Guidance

Provide these guidelines to cast members to help them maintain their health during the demanding tech week process:

Physical Care:

  • Hydrate consistently throughout the day (not just during rehearsal)

  • Favor room-temperature water over ice water for vocal health

  • Bring nutritious, energy-sustaining snacks

  • Create a portable warm-up routine for both body and voice

  • Wear layers to adapt to temperature changes in the theater

  • Bring throat lozenges or tea for vocal care

  • Use proper physical technique for lifts, falls, or strenuous movement

Mental and Emotional Support:

  • Establish pre-performance rituals that center and focus you

  • Practice breathing exercises for performance anxiety

  • Create a supportive rather than competitive atmosphere

  • Communicate clearly about personal boundaries and needs

  • Set realistic expectations for tech week demands

  • Pack comfort items for long waiting periods

  • Support fellow cast members during challenging moments

Rest and Recovery:

  • Prioritize sleep despite the busy schedule

  • Create a wind-down routine after intense rehearsals

  • Schedule rejuvenation activities between rehearsal days

  • Use relaxation techniques like gentle stretching or meditation

  • Vocally rest when not actively rehearsing

  • Know when to conserve energy vs. when to give full performance

  • Respect your physical limitations while working to extend them

Post-tech Procedures

After the final technical rehearsal but before opening night, implement these procedures to ensure everything is prepared for performances:

Final Technical Adjustments

Complete this checklist after the final dress rehearsal:

□ Lighting Refinements:

  • Fine-tune any problematic lighting areas

  • Address actor visibility issues

  • Adjust timing of automated cues

  • Document final light board settings

  • Create backup of lighting program

□ Sound Finalization:

  • Balance vocal microphone levels

  • Adjust sound effect volumes based on dress rehearsal

  • Confirm wireless microphone frequencies

  • Create backup of sound program

  • Document final sound board settings

□ Set and Props:

  • Make final safety checks on all set elements

  • Secure any wobbly platforms or stairs

  • Verify all practical props are functioning

  • Restock consumable props

  • Create detailed diagram of final prop table organization

□ Costumes and Makeup:

  • Complete any final costume alterations

  • Organize quick-change stations with all accessories

  • Prepare emergency repair kits

  • Document makeup designs with photos

  • Establish costume maintenance schedule for run

Performance Preparation

□ Documentation:

  • Finalize and distribute detailed run sheets

  • Create comprehensive call schedule for performances

  • Document all technical cues in final format

  • Compile contact information for emergency situations

  • Prepare understudies with necessary materials

□ Training and Transition:

  • Brief front-of-house staff on show timing and content

  • Conduct final training for running crew

  • Establish chain of command for performance issues

  • Create troubleshooting guides for common technical problems

  • Plan for potential understudies or technical substitutions

□ House Management Coordination:

  • Confirm house opening and intermission timing

  • Establish communication protocol with box office

  • Determine audience warning procedures for effects

  • Plan accessibility accommodations

  • Coordinate photography or recording permissions

Post-Production Planning

Begin planning for strike and archiving even before opening:

□ Strike Preparation:

  • Create detailed strike schedule and assignments

  • Identify items to be saved versus discarded

  • Arrange appropriate disposal methods

  • Schedule necessary transportation

  • Prepare inventory sheets for stored items

□ Documentation and Archiving:

  • Collect production photos for archives

  • Gather all design documents in digital format

  • Document successful technical solutions

  • Prepare budget reconciliation process

  • Schedule Post-Production evaluation meeting

Conclusion

Technical rehearsals represent the culmination of months of creative and logistical work. By implementing the structured approaches in this guide, you can transform what is often called “Hell Week” into a productive and even enjoyable process of bringing all production elements together.

The key principles to remember throughout tech week are:

  • Preparation: Complete as much advance work as possible

  • Communication: Maintain clear channels between all departments

  • Documentation: Track decisions and changes systematically

  • Flexibility: Remain adaptable when adjustments are needed

  • Wellness: Support the physical and mental health of all involved

  • Perspective: Remember the educational mission behind the production

When technical elements merge successfully with performance, the result is theatrical magic that serves both your artistic vision and Encore’s educational goals. The systems in this guide are designed to help you achieve that seamless integration, creating an experience that is rewarding for creators and audiences alike.

“The show always goes on—and with proper preparation, it goes on brilliantly.”

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

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