Preparation Period

Introduction

The preparation period for production is every step that has to occur before rehearsals begin. SMgt are not involved with every step and are hired/start contracts when they are needed. For SMs, this preparation period could be about a week but could be slightly longer or shorter depending on the demands of the production, size of the team and what needs to be completed.

Steps involved in the preparation period includes:

  1. Performing Rights

  2. Provisional Schedule

  3. Budget Allocation

  4. Rehearsal Space Booking

  5. Auditions

  6. Textual Design & Analysis

  7. Preparation of the Rehearsal Space

  8. Preparation of the Prompt Copy

Performing Rights - Director/Production Company

For any existing productions, the playwright or publisher has to give permission for a group to perform the material in front of a paying audience. This will not be involving SMgt as this should happen before they are contracted.

This should be the first step and done before contracting any production, creatives and performers as well as before scripts are ordered, as payment may be needed and this can potentially be time consuming. Once scripts are ordered, all of the production and designers need to get copies as soon as they are contracted.

Provisional Schedule - PM

Made by the production manager, the provisional schedule will contain any key information and deadlines that various departments will need. Examples of things included are:

  • Set, Costume, FoH Designs, Sound and LX Deadlines

  • Design Meetings

  • Production Meetings - for progress

  • Outline of Production Week - subject to change

  • Prop and Costume Calls.

Heads of all departments should be consulted during this process in order ensure that a realistic timeline is made and everyone is in agreement (enough time should be given so that tasks/designs can be completed to a good standard but keeping in mind other production deadlines and events).

After a finalised version is made, all production members should receive a copy. Later on in the production, a more detailed version of this document should be drawn up and distributed to all production members again. Cast do not receive a copy of this document.

Budget Allocations - PM, Director, GM, Admin

The Production Manager, along with the Director, General Manager or Admin (or a combination of these) will create a budget. All production and labour costs should be included in this as well as any potential overtime costs that may happen.

PM and Departments Heads will come together to allocate a realistic budget needed per department in order to realise the design while staying within budget.

SMgt are included in this and will be issued a budget that will vary on amount based on the size, type and style of the production. This will also cover all materials and what the tea is responsible for requiring. (General rule: larger the production = larger the budget)

Rehearsal Space Booking - SMgt

SMs are generally responsible for booking a space for the rehearsals to take place in. Various requirements are needed to be thought of when looking for a space. Occasionally venues will have rehearsal spaces available on site, so it is worth checking to see if they are available to be used and fit company requirements. Examples of requirements includes:

  • Size:

    • Think about the size of the company, will this space be big enough, or too big?

    • Is there enough space to accurately represent the real performance space or is it bigger than the stage will be?

    • Is there enough room for a props table, example set and director & DSM to also fit into the space without limiting the cast’s rehearsing space.

  • Heating

  • Floor Surfaces

  • Lighting

  • Changing facilities

    • Are any/enough there bathrooms, showers and changing facilities on-site?

    • Are they accessible to all?

  • Ventilation

  • Privacy:

    • Does the space have any sort of noise insulation?

    • Are there big windows that face directly onto a busy public area?

  • Kitchen Facilities:

    • Is there communal access to a fridge, kettle and/or microwave?

  • Location:

    • Is it easily accessible? (Step-free access, lifts etc.)

    • Can it be easily found using public transport?

    • Is there any/enough on-site or nearby parking?

  • Internet Access

Auditions

Multiple members of the SMgt team usually help with the audition process. They are not involved in making any decisions on who is cast. The team are generally there to help assist with the running of the auditions and making sure that they run smoothly and on time. Examples of tasks include:

  • Collating a running order with timings (discuss with the director and people involved how long they want each candidate to have)

  • Be present in the rehearsal space to help the director if needed

  • Be present outside the rehearsal room to have the next person on deck and ready

Textual Design & Analysis

Textual analysis involves the SMgt team (usually SM) reading through the script to create a list of all noted set, props, SFX, LX etc. from the script as well as any interactions that could potentially involve an intimacy coordinator/choreographer or a fight choreographer. This is also an opportunity to find anything that may raise questions that can be brought up at departmental meetings. This could be organised in a spreadsheet.