Sample Production Schedule

 (time frame refers to date prior to opening)



TIME FRAME DEPARTMENT TASK
6 months Artistic Director / Producer / Production Manager Select a show; determine exact performance dates; hire a director; order scripts. Obtain rights
5.5 months Artistic Director / Producer / Production Manager / Director Discuss artistic vision of project; determine technical & design personnel required; hire required department heads; discuss budget, contracts, procedures
5 months Artistic Director / Producer / Production Manager / Director Arrange preliminary meetings with department heads to deliver scripts and discuss the project; create preliminary budget; create a master production schedule; list of required personnel; delegate duties/job requirements; 
4.5 months Publicity CoOrdinator Create marketing strategy; determine graphic design concept for marketing materials
4 months 1st Production Meeting
All Departments
Establish design concept including colour schemes
12 weeks Producer / Production Manager Finalize all department budgets
12 weeks Costume Designer Costume sketches including choice of colours and materials due
12 weeks Scenic Designer Design renderings and supporting drawings due on paper, digitally or in the form of a scale model
11.5 weeks Technical Director Prepare technical drawings for construction; put together a list of technical materials required
11 weeks Master Carpenter Begin construction of set
11 weeks Costume Shop Begin construction and sourcing of costumes
11 weeks Choreographer Dance and movement design concept down on paper
10 weeks Publicity CoOrdinator Meet with director; acquire information required to begin creating press releases and publicity time-line
8 weeks Regular Production Meetings
All Departments
Setup a schedule of regular production meetings; each department updates the team on new developments and concerns
7 weeks Props Master Gather rehearsal props; begin hunting for show props
7 weeks Costume Designer First Fittings for actors
6 weeks Sound Designer Design concept down on paper (including all necessary effects)
6 weeks Lighting Designer Design concept to be put on paper in the form of a lighting plot and support paperwork (ie. Instrument schedule)
6 weeks 1st Rehearsal
All Departments
Welcomes and introductions; distribute company rules and policies; explain areas of responsibility
2-6 weeks Props Master Gather and help rehearsal placement and use of props and furnishings
4 weeks Publicity CoOrdinator Media should be informed of upcoming rehearsals and photo shoot opportunities; All departments should submit information to be included in the program
2 weeks Lighting Designer Hang and focus of the lighting plot
2 weeks Costume Designer Determine and practice hair & makeup; final actor fittings
2 weeks Scenic Designer /
Master Carpenter /
Technical Director 
Arrange the transport and setup of the set onto the stage
2 weeks Stage Manager / Props Master Setup and label backstage prop tables
1 week Publicity CoOrdinator Program proof complete and ready to hand-out to cast & crew for proofreading
8-10 days Stage Manager / Technical Director / Lighting Designer / Sound Designer / Scenic Designer / Director Paper tech – the stage manager takes all the technical information from each department and inputs it into a production book
8-10 days Stage Manager / Technical Director / Lighting Designer / Sound Designer / Scenic Designer / Director Set levels for lights and sound; Dry cue-to-cue run (of only technical aspects of show); no actors should be involved unless they are part of the scene shift crew
7 days Cue-To-Cue
All Departments
The integration of all aspects (technical & artistic) of the show
6 days Tech Dress
 All Departments
Technical Rehearsal – first complete run-through of show; Tech notes; Stand-by to make any minor adjustments or refinements to lighting & sound levels.
3-4 days All Departments Dress Rehearsal – first run-through under show conditions
1-2 days All Departments Final Dress Rehearsal/Preview – depending on the state of the production an invite-only, media, or open preview can be held
0 days Opening Night
Stage Manager
Complete responsibility for the presentation of the production is handed over to the Stage Manager ; all questions or concerns should be reported directly to him/her; gifts; opening reception
Opening-Closing Run Of Show
All Departments
Stand-by to make any minor adjustments or refinements; hand-in final bills for reimbursement
Closing Strike
All Departments
Master Carpenter and Technical Director oversee the disassembly of the entire production; each individual department ensures that all borrowed or rented equipment is returned and in-house equipment is properly stored away
1 month after  Post-Production Meeting
All Departments
Once everyone has had time to recuperate, a meeting should be held to discuss what worked, what didn’t work, problems which arose, and suggestions for future productions; review financial report; archives; photos; video of production; thank-yous