Encore A–Z

Production Manager

8 min read

Production Manager

At a Glance

Position Overview

The Production Manager (PM) serves as the strategic coordinator and project manager for all Encore productions, ensuring seamless communication, efficient resource allocation, and timely execution across all production phases. The PM oversees the entire production process from inception through Post-Production, coordinating between creative teams, designers, technical staff, and leadership while maintaining alignment with Encore’s educational mission.

The PM’s communication skills, organizational finesse, and interpersonal abilities are pivotal in ensuring overall success. More than just organizing gatherings, the PM creates structured spaces where clear communication can flourish — making sure all team members understand expectations, identifying potential roadblocks before they become problems, and working to remove these obstacles proactively.

Key Responsibilities

  • Executive Coordination — Serve as the executive instrument for the production process, engaging with the Stage Manager, Director, and production team from conceptualization to closing night.
  • Calendar Management — Create, communicate, and oversee comprehensive production calendars for Pre-Production, Auditions, Callbacks, Rehearsals, Tech, Previews, and Run of Show.
  • Communication Hub — Work with the Stage Manager to maintain contact lists (Creative Team, Cast, Crew) and ensure effective communication among all team members.
  • Rehearsal Process Design — Collaborate with the Stage Manager and Director to craft an effective and nurturing rehearsal process.
  • Budget Oversight — Oversee budgets for the design team; ensure budgets are clearly understood, met, and adjusted when necessary. See Budget Management and Payment Structure.
  • Conflict Resolution — Mediate when necessary by bringing attention to common values, brainstorming compromises, and adjusting workflow to minimize confusion and stress.
  • Meeting Facilitation — Schedule, prepare for, and lead production meetings throughout all phases of the production process.
  • Safety & Risk Management — Lead safety walk-throughs with the Technical Director; establish safety protocols for all production activities; address concerns immediately. See Facility Oversight below.
  • Documentation & Organization — Create and maintain the Google Drive folder structure (see Drive Structure and Production Folder Organization Guide).

Facility Oversight (in Collaboration with Technical Director)

  • Maintain awareness of facility capabilities and limitations.
  • Collaborate with the Technical Director on safety protocols and facility management.
  • Know the location of fire extinguishers and how they operate.
  • Check that all fire exits are clearly marked.
  • Ensure potential safety problems are identified and addressed in collaboration with the Technical Director.

Qualifications

Essential

  • Minimum 3–5 years of experience in theatrical production management.
  • Proven project management and organizational skills.
  • Strong budget management and financial tracking abilities.
  • Excellent communication and interpersonal skills.
  • Experience coordinating multiple departments and stakeholders.
  • Proficiency with Google Drive, spreadsheets, and calendar management.
  • Understanding of theatrical production processes from inception through strike.
  • Ability to problem-solve and adapt in fast-paced environments.

Preferred

  • Experience with youth theater or educational theater programs.
  • Background in theatrical design or technical theater.
  • Knowledge of theatrical budgeting and resource allocation.
  • Experience with production management software and systems.
  • Bachelor’s degree in Theater, Arts Administration, or related field.

Personal Qualities

  • Communication — clear and collaborative with SM, Director, and team; calm, impartial rock of the production.
  • Leadership — guides the production team, recognizes excellence and effort, defines values by example.
  • Organization — exceptional at holding myriad details from Pre-Production through performance.
  • Problem-Solving — creative and adept under pressure.
  • Technical Knowledge — coordinates fluently with the Technical Director; basic working knowledge of lights, sound, props, and set changes.
  • Positive Demeanor — calm, kind, and polite in the face of challenges; encourages a high standard of discipline.
  • Mission Commitment — committed to Encore’s mission and values. See This is Encore.

Working Conditions

  • Commitment: Year-round role spanning multiple productions; intensive during each production cycle.
  • Schedule: Irregular hours including evenings, weekends, and holidays during production periods. Intensive during tech weeks and performance runs. Office work for planning, budgeting, and inter-production coordination.
  • Environment: Production meetings, technical rehearsals, key performances, and offices. Collaborative environment coordinating across multiple departments.
  • Reports to: Executive Director / Artistic Director.
  • Compensation: Commensurate with experience and qualifications.

Success Measures

  • Production calendars built, communicated, and held to.
  • Budgets met across all departments, with adjustments flagged early and resolved cleanly.
  • Production meetings that move work forward — not just report status.
  • A safe theater and rehearsal room with no preventable incidents.
  • A creative team that feels supported, equipped, and clear on priorities.

By Phase

Inception

Welcome to the Encore fam! Be sure to complete your onboarding items below — we look forward to building an incredible show that builds life skills through stage skills for young artists.

Onboarding (one-time when a new PM joins Encore)

  • Complete child safety training.
  • Submit background check.
  • Submit W-9.
  • Sign and return contract.
  • Complete onboarding process.

Initial Production Work

  • Obtain script and score and prepare for distribution.
  • Create the comprehensive production calendar including: onboarding meeting, production meetings, initial design due dates, auditions and callbacks, first day of rehearsal, design presentations, community-invited design presentations (Launch Day), add-prop deadline, paper/dry tech, load-in, spacing rehearsal, dress rehearsals, preview performances, opening night, preview prologue, special performances (Sensory-Friendly, ASL, etc.), possible extensions, strike.
  • Establish and maintain the production’s Google Drive structure (main folder named “[SHOW TITLE] [YEAR]”; implement the four-tier folder structure per Drive Structure and Production Folder Organization Guide; set permission levels; maintain organization throughout the process).
  • Coordinate with Director and Producers to assemble the creative team.
  • Schedule and track initial one-on-one meetings with key team members: Director, Music Director (if applicable), Choreographer (if applicable), Set Designer, Costume Designer, Lighting Designer, Sound Designer, Props Designer, Stage Manager, Technical Director.
  • Schedule the production-team onboarding meeting that other roles will attend.

See 1 - Inception for the phase overview.

Pre-Production

Assemble

  • Send out and retrieve contracts from the Director.
  • Collaborate with the Director on hiring: Music Director, Choreographer, designers (set, costume, lighting, sound, props, makeup), Technical Director, crew (assistant SM, board ops, backstage crew).
  • Schedule and plan the onboarding meeting for all production teams and designers.

Design

  • Send out and retrieve contracts for all team members: Stage Manager and ASM, Music Director, Choreographer, Technical Director, Set Designer/Carpenter, Costume Designer/Coordinator, Lighting Designer, Sound Designer, Props Designer, Makeup Designer.
  • Ensure all team members have access to the 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 Drive access with the production team and designers.
  • Revise calendars as dictated by conflicts and availability of those hired.
  • Lead the onboarding meeting; facilitate the design concepts and brainstorm meeting; oversee preliminary design presentations.

See 2 - Pre-Production for the phase overview.

Casting

  • Schedule audition and callback dates.
  • Coordinate with marketing to advertise auditions.
  • Ensure audition space is secured.
  • Communicate the full production schedule to potential cast members.
  • Facilitate casting meetings with the Director, Music Director, Choreographer, and Stage Manager.

See 3 - Casting for the phase overview.

Rehearsals

  • Read daily rehearsal reports for a complete picture of updates.
  • Facilitate communication between production staff members.
  • Check in with the Stage Manager to ensure the process is running smoothly, on time, and productively.
  • Manage the budget for any design changes or additions that arise during rehearsal.
  • Schedule and oversee bi-weekly production meetings (or more frequently as needed).
  • Facilitate problem-solving between departments as issues arise.
  • Support the Stage Manager in maintaining a safe, productive rehearsal environment.

See 4 - Rehearsals for the phase overview.

Pre-Tech

  • Attend Paper Tech.
  • Attend Dry Tech.
  • Coordinate the load-in schedule in collaboration with the Technical Director.
  • Ensure all technical elements are ready.
  • Manage the budget for any last-minute needs or alterations.
  • Facilitate the designer run meeting.
  • Oversee the Paper Tech meeting.
  • Coordinate the Dry Tech meeting.
  • Conduct safety walk-through of the theatre space with the Technical Director (and Stage Manager as appropriate).

See 5 - Pre-Tech for the phase overview.

Technical Rehearsals

  • Manage the budget for any last-minute needs.
  • Schedule and oversee production meetings after tech rehearsals.
  • Facilitate communication between all departments.
  • Collaborate with the Technical Director and Stage Manager on technical integration and crew coordination.
  • Manage any unforeseen emergencies or events that may affect tech rehearsals.

See 6 - Technical Rehearsals for the phase overview.

Performance

  • Handle any production emergencies.
  • Schedule photo and video documentation.
  • Plan for strike in collaboration with the Technical Director.
  • Read all performance reports and assist with anything that may need to be replaced or repaired.
  • Ensure all production elements continue to function properly throughout the run.

See 7 - Performance for the phase overview.

Post-Production

  • Organize strike in collaboration with the Technical Director.
  • Return any rented equipment.
  • Collect final budgets from all departments.
  • Close out the production budget.
  • Archive production materials.
  • Facilitate the post-mortem meeting.
  • Document lessons learned and recommendations for future productions.

See 8 - Post-Production for the phase overview.

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

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