KWLT Production 101 - a work in progress

[the_nita]

When you first take on the project:

• confirm budget numbers, including break even points


• inform members of the production staff of their various budgets


• confirm rights have been secured


• confirm locations for auditions, read thru, rehearsals & performances


• find poster designer


• find program designer


• find production assistants


• find (if desired) videographer and photographer


• develop press releases for auditions and performances in conjunction with the director - ensure contact information is correct & clear. for media ones, it needs to end in "-30-" (magical media tag that says EOF)


• confirm if doing show memorabilia (clothing, hats, showbooks, you name it) - if so, source pricing & artwork & staff

6 weeks before auditions:

• send out press releases to media for auditions


• also make available to university drama department, schools (if age appropriate roles exist), other theatre companies and any where else you can tell people


• find bodies to help actor wrangle for auditions


• review audition form with director and update as needed


• design business card advertising for the show


• coordinate with director and poster designer for poster design - needs to be complete by shortly after auditions at latest

3 weeks before auditions:

• Audition posters, if they'll be used, should go up - normally on campuses and to local theatre groups. Not a formal "poster run".

1 week before auditions:

• Reminders about auditions to list from 6 weeks slot.


• confirm actor wranglers


• get audition forms printed


• create, if desired, signs to help direct actors toward the audition room (if in a complex space - eg. SLC at UW) & print


• if needed, print audition pieces


• print business cards

Auditions:

• deliver audition forms & audition pieces


• bring spare pens, tape & thumb tacks


• bring business cards - make sure whomever is wrangling gives one to each auditioner


• put up signs, if needed

Post-Auditions:

• arrange for non-cast people's audition forms to be shredded per KWLT privacy policy


• assist as needed with notification of casting


• print posters


• confirm with KWLT EP as to date when posters can be put up (max 4 weeks before performances begin)


• print membership forms


• print cast/crew ticket sales forms


• finalise show poster


• get copy of show poster to program designer for cover


• give director deadline for notes for program


• get cast/crew list to program designer

Read Thru:

• introduce self to cast


• bring more business cards - give to cast for distribution


• bring membership forms


• bring cast/crew ticket sales forms


• explain about memberships, cast/crew sales, and script costs


• give deadline for bios to be submitted

6 weeks before performances:

• send press release to media, etc, as above.


• remind cast/crew about sales, memorabilia (if desired), bios, scripts, memberships, poster run & headshot times

4 weeks before performances:

• poster run

3 weeks before performances:

• headshots for program


• deadline for bios


• forward bios & headshots & thank yous & directors notes & anything else appropriate to program designer


• get keys from EP for theatre & 9 Princess - deliver to SM & TD respectively

2 weeks before performances:

• confirm with program designer that draft will be available for tech weekend

Tech weekend:

• bring in program draft for review


• take photos for lobby display


• put together banner & hang - include title, author, dates, time, price & contact info


• if budgets will be blown, this will be the time - keep an eye on spending, if possible

Monday:

• select photos for lobby display & arrange for printing


• send updates for program to designer


• send out reminder of show

Tuesday/Wednesday:

• build lobby display


• send final program in for printing - review sales numbers with Front of House to establish estimated number needed

Opening Night:

• ensure lobby display is up


• ensure programs are at theatre


• continue plugging show until closing night

Post Show:

• ensure receipts have been remitted properly to Finance


• deliver script money & returned scripts to Finance


• deliver keys back to EP


• forward banner to next producer

Relax.


I think that's everything.

I'll probably think of something else.