Production Organization
It takes many people doing a variety of jobs to mount any Theatrical Production. Explore the below descriptions of the many positions on a Production Staff. Position titles, duties, and responsibilities are explained for a typical Penn show.
Director Types
Producer
Director
Assistant Director
Music Director
Choreographer
Stage Manager
Producer
- Responsible for and oversees entire production
- Handles all budgetary matters
- Oversees all publicity matters
- Acts as liason between group and various theatre staff
- Makes sure all other staff members are doing their jobs
Director
- Responsible for actor selection
- Directing of stage action
- Consults with designers for realization of the concept of the production
- Oversees all aspects of production to keep them in line with the concept
- Delegates authority to Assistant Director as sees fit
- Responsible to the Producer
Assistant Director
- Takes Director’s notes
- Attends all rehearsals
- May supervise line rehearsal, blocking rehearsals
- Keeps communication open between Director, Music Director, and Choreographer
- Runs errands
- Responsible to Director
Music Director
- Responsible for rehearsing singers
- Proper musical interpretation of score
- May or may not conduct pit orchestra
- Meets with Director often to discuss interpretation of score
- Responsiible to Producer
Choreographer
- Responsible for staging all dance pieces in a production
- Responible to Director
Stage Manager
- Takes blocking notes, set and prop position notes, cue placement notes
- Incorporates all notes into prompt script
- Makes up and posts rehearsal schedules, photo calls, etc.
- Inspects theatre each evening before show for condition of house, safety equipment, etc.
- Takes direct responsibility of the show upon opening.
- Enforces director’s.blocking and staging.
- Makes scene shift diagrams for prop placement.
- Posts scene by scene schedule for actors’ entrances, exits, etc.
- Calls the show, calls all cues, all set changes, all actor calls, bows.
- Maintains phone lists of key personnel and actors emergency numbers. Phones late actors.
- Supervises collection of valuables from dressing rooms each night.
- Makes sure theatre is struck properly and returned to original state, including dressing room areas.
- Signs out scripts, scores, libretti, and collects same at end of show.
- Delegates responsibilities to Assistant Stage Manager
- Responsible to Director and Producer
Designer Types
Scenic Designer
Lighting Designer
Costume Designer
Props Designer
Sound Designer
Scenic Designer
- Meets with Director and discusses design concepts for production, usually several week or months in advance.
- Reads script thoroughly and does preliminary sketches.
- After further discussion with Director finalizes drawings.
- Draws a scale groundplan, section and elevations of the scenery.
- Does painter’s elevations and renderings.
- Discusses set with Technical Director as to materials to be used, desired visual effects, special effects, etc. Revises accordingly.
- Keeps a close check on the progress of the set construction. May or may not actually build the set.
- Responsible for all painting done on the set.
- Supervises final placement changes at load-in with Director
- All through the design process, meets with the other designers and discusses color, texture, form, etc.
Lighting Designer
- Much the same process as Scenic Designer, though later in the game.
- Designs the lighting in accordance with what the other designers have done and with the Director’s wishes.
- Selects types of instruments to be used, positiong, of coloring.
- Draws the Light Plot Supervises the focusing of the lights
- Sets the light cues for each scene with the Director.
Costume Designer
- Many similar elemts as above.
- Designs look of costumes after meeting with Director.
- Makes color renderings of costume designs for Director’s approval Revises as neccessary.
- Specifies materials to be used in construction
- Provides fabric swatches to lighting and scenic designers
- Supervises and is responsible for the fitting of costumes and general constuction
Props Designer
Tab Content
Sound Designer
Tab Content
Technical Types
Technical Director
Lead Carpenter
Head Electrician
Wardrobe Lead
Property Lead
Audio Engineer
A2/ Mic Tech
Technical Director
- Takes elevations from Scenic Designer and produces working (construction) drawings to build the set
- Specifies materials to be used (after discussing with Scenic Designer), dimensions, special hardware, etc.
- Checks constuction for Safety Enforces fire and electrical safety codes
- Orders all construction materials
- Maintains scenery budget Supervises load-in and strike
- Ensures that shop and theatre are clean and returned to original state after production closes
- Delegates reponsibilities to assistant (when applicable)
- Resposible to Producer
Lead Carpenter
Tab Content
Head Electrician
- Runs lighting console during technical rehearsals and all shows
- Supervises light hang and focus
- With the Stage Manager runs an instrument check each night before the show’s opening
- Replaces burned out lamps
- Maintains cue sheets for running the show
- Takes cues from Stage Manager during run of show
- Supervises strike of electric equipment from set and from theatre
Wardrobe Lead
Tab Content
Property Lead
- Maintains prop lists as dictated by script and Director
- Procures said props for rehearsal and production
- Adapts or builds special props
- Maintains prop budget
- Returns all borrowed props
- Ensures the return and proper storage of stock props
- Supervises prop tables during show
- Locks up or otherwise ensures the security of all props at conclusion of each show
- Secures personal props from dressing rooms
- Prepares food for onstage use Shops for consumables during run
- Responsible for care and clean-up of live animals within the theatre
- Responsible to Technical Director, Scenic Designer, and Producer
Audio Engineer
Tab Content
A2/ Mic Tech
Tab Content
Production Calendar
6 Weeks
4 Weeks
2 weeks
Load In
Strike
6 Weeks
- Production Meeting with Amanda Labonte, PAC Technical Advisor (which will include)
- Discussion of Production Concept
- Advising on Ground Plan
- Design/Production Team Finalized (Producer; Director; Scenic, Costume, & Lighting Designers; Stage Manager)
- Initial Director/Designer(s) Meetings
- Production Calendar Drafted
4 Weeks
- Finished groundplan and model/renderings Construction period starts
- Complete schedules and contact lists
- Crews assigned (all positions filled, actors for construction if needed)
- 4 Week Production Meeting (Penn Live Arts/Annenberg)
- Tech Rider Due (VPUL spaces)
2 weeks
- Light Plot complete
- Special FX approved
- Trucking arranged
- Rentals arranged
- Sound arranged
- Tech Rider Confirmation – Last chance to confirm or change information.
Load In
- All scenery constructed, flameproofed, and painted.
- All lighting equipment prepared/rented
- All costumes finished/found/altered
- Props finished
Strike
- Venues are cleaned up and trash is thrown away in all areas, including backstage, dressing rooms, and audience.
- All items from the PAC Shop are returned after your last performance.
- Truck (if needed) is returned to rental company.
- Costumes are laundered and put away. Costumes are typically laundered during strike, and put away the following week.
Production Meeting Schedule (PLA/Annenberg Spaces)
6 Weeks
4 Weeks
2 weeks
Load In
6 Weeks
Six Weeks prior to load-in. At this meeting we will go over general production requirements, personnel involved, and calendar items. Attended by Producer, Designers, Stage Manager, and Technical Director.
4 Weeks
- Four weeks prior to load-in. At this meeting the following items should be prepared and presented.
- Scenery: Ground plan and rendering/model to be turned in for review, comments, and questions
- Contact Sheet: Listing all cast and crew members who need to be admitted into the theater at any time during the production.
- Production Requirements: The company should be prepared to discuss general requirements such as sound, wardrobe, tables, chairs, special effects, and other miscellaneous materials.
- All special effects must be discussed in advance with the Annenberg Center Production Manager/Iron Gate Tech Supervisor and the Student Performing Arts Technical Director and must comply with all existing safety codes in construction and execution
- Production Schedule: This should be a comprehensive listing of all dates and times for load-in and set-up, electrics hang and focus, technical work, technical rehearsals, meal breaks, show calls, performances and strike/load-out. Potential problem areas will be discussed at this meeting. A detailed estimate of production costs will be based on this schedule, as will the assigning of any necessary technical staff from the Annenberg Center Technical Department/Visual Sound Technical Pool.
- University Budget Code: A University of Pennsylvania Budget Code Number must be provided at this time in order to confirm the booking of the space.
2 weeks
- Two weeks prior to Load-in
- Lighting: Light plot must be turned in at this meeting to the Annenberg Center Production Manager and the Lighting Coordinator for review, comments, and questions.
- Scenery: Review of the progress on scenic construction. Any changes will be discussed at this meeting.
- Production Schedule: Any revisions or changes will be reviewed at this meeting and suggestions made for resolution of production problems.
Load In
The Performance Supervisor will determine at the time of load-in if all of the above criteria are met and if the production is acceptable for load-in. At the Performance Supervisor’s request, the production can be reviewed by the Student Performing Arts Technical Director and/or the Annenberg Center’s Production Manager.
When making a Production Calendar it is often easiest to work backward from opening night.
Scenery
Scenery is a staple of technical theatre components and can make an incredible impact on a production. The PAC Shop has a fully functioning work space complete with tools and materials for designing and constructing scenery. PAC Shop staff are equipped to offer advice and support.
Tools
Materials
Fasteners
Hardware
Safety
Stock Scenery
Tools
- Hand Tools
- Measuring: Tape Measure, Framing Square, Tri Square, Protractor, Level
- Marking tools: Pencils, chalk line, scribe, compass
- Hammers
- Cutting tools: Saws, utility knife, scissors, tin snips, chisels, planes/rasp, files
- Clamping tools: Vises, bar clamp, c-clamp, quick-grip, vise gripes, band clamps, pliers, wrenches
- Screwdrivers: Standard, Phillips, nut drives, ratchet screwdriver
- Misc.: Wrecking bar, nail puller, grommet set, staple guns, bolt cutter, pipe cutter, Tap and Die set
- Power Tools
- Stationary: Table Saw, Radial Arm Saw, Band Saw, Drill Press, Bench Grinder
- Power Hand Tools: Circular Saw, Saber Saw, Electric Hand Drill, Belt Sander, Plam Sander, Router, Hand Grinder
- Pneumatic Tools: Air Compressor, Pneumatic Staplers, Pneumatic Nailer
Materials
- Stock Lumber
All stock lumber is graded. There are two primary grades of wood, select and common. Common grade is typically used for scenic construction.- Select Wood is free of all knots, blemishes, erratic graining and warps.
- No. 1 Common Lumber can have knots up to 1-1/2 inches. Knots do not have to be tight and may fall out. Warping and twisting are more prevalent in this grade.
- No.2 Common The knots can be greater than 1-1/2 inches, and the edges can show an occasional strip of bark. The wood will probably be warped and twisted
- Dimensions of Stock Lumber The Department of Agriculture determines the standards for the thickness, width, and length of all stock lumber sold in the US. Since the sizing is done before the boards are milled to a smooth surface, the actual dimensions of the lumber are smaller that the indicated size. Slight variations in the actual dimensions can be measured on almost any piece of stock because of milling variations and shrinkage. Measure Twice, Cut Once. Typical sizes shown here.
Fasteners
- Nails
- Screws
- Staples
- Bolts and nuts
- Glues and Adhesive
Hardware
- Hinges
- Flying/Rigging Hardware
- Bracing Hardware
- Casters
Safety
- Safety glasses and goggles
- Hearing protection
- Dust Masks
- Respirator
- Work Gloves
- First Aid kits
Stock Scenery
Lighting
The PAC Shop maintains a small stock of lighting equipment for use by participating PAC groups. All PAC groups have access at no charge to these materials (depending on equipment availability). In order to be able to fairly distribute the resources, the following guidelines are used :
- Any articles used must be signed out and the person/group taking the props must assume full responsibility for the articles taken. If any articles are removed without permission a $25 fine will be charged to the group or individual.
- If a borrowed article is lost or damaged, the borrowing group must either replace, repair, or pay the replacement value of the item.
- Equipment can be requested by contacting the PAC Shop directly.
- All borrowed items must be returned at the strike or after the last performance. PAC Shop will be present to supervise the return and ensure the equipment is returned in working order. You will receive an email the day before your performance to confirm the date and time of equipment return.
- All cables must be neatly wrapped, tied, and free of tape/tape residue upon return.
LIghts
Lighting Accessories
LIghts
- Chauvet LED’s
- Altman Fresnels and Lekos
Lighting Accessories
- Assorted Gobos
- Gels
- Top Hats
- Barn Doors
- DMX to USB Controller
- DMX Cables – 3 and 5 pin
- Lighting trees
Green Screen/Recording
The PAC Shop maintains a small stock of equipment for photo shoots and recordings. Equipment is available on a first come, first serve basis.
Green Screen/Backdrops
Recording Accessories
Green Screen/Backdrops
- 1 – 10′ wide x 20′ long green screen that is permanently hung in the PAC Shop.
- This green screen requires extra set-up, and is not available during a PAC show season.
- 5 – 8′ wide x 10′ tall portable green screen kits with stands.
- White and Black backdrops are also available.
Recording Accessories
- Assorted small LED lights
- Assorted Gels
- Tripods for lighting
- Audio interfaces and recording microphones.
Sound
The PAC Shop maintains a stock of microphones and audio equipment for use by participating PAC groups. All PAC groups have access at no charge to these materials (depending on equipment availability). In order to be able to fairly distribute the resources, the following guidelines are used :
- Any articles used must be signed out and the person/group taking the props must assume full responsibility for the articles taken. If any articles are removed without permission a $25 fine will be charged to the group or individual.
- If a borrowed article is lost or damaged, the borrowing group must either replace, repair, or pay the replacement value of the item.
- Equipment can be requested on the tech rider, or by contacting the PAC Shop directly. You will receive a confirmation email the Thursday before your show week to arrange pickup of the microphones/equipment.
- All borrowed items must be returned at the strike or after the last performance. PAC Shop will be present to supervise the return and ensure the equipment is returned in working order. You will receive an email the day before your performance to confirm the date and time of equipment return.
- All body mics and cables must be neatly wrapped, tied, and free of tape/tape residue upon return.
- The PAC Shop does not provide batteries, tape, or sweat-proofing materials.
Microphones
Sound Boards/Speakers
Other Audio
Microphones
- Shure Wireless Handhelds and Lavaliers
- Clip on Wired Instrument Mics (Brass, Drums, Saxophones)
- Drum Kit mics with appropriate clips/stands
- Shure SM 57 Wired mics (typically for instruments)
- Ear mics or clip on lavalier mics (for musicals)
Sound Boards/Speakers
- 16 Channel Analog board
- 8 Channel Analog board
- 2 Powered speakers with stands
Other Audio
- 1 and 2 Channel DI Boxes
- 2 Channel Audio interfaces
- Pop Filters
- Vocal Recording mics
- Cables (snakes and XLR’s)
- Small Selection of Mic Stands.
Furniture
The PAC Shop maintains the stock props and furniture for use by participating PAC groups. All PAC groups have access at no charge to these materials. In order to be able to fairly distribute the resources of PAC Props, the following guidelines are used :
- No one shall enter the furniture storage areas without permission. Please contact the PAC Shop to schedule an appointment.
- Any articles used must be signed out and the person/group taking the props must assume full responsibility for the articles taken. If any articles are removed without permission a $25 fine will be charged to the group or individual.
- If a borrowed article is lost or damaged, the borrowing group must either replace, repair, or pay the replacement value of the item.
- All borrowed items must be returned at the strike of the performance. PAC Shop Staff will be present at the strike to supervise the return and ensure the props and furniture areas are left in good condition.
- If a group is purchasing large furniture (sofas, dining room tables, beds), please check with the PAC Shop BEFORE purchasing, so that the shop and group can plan storage for the item.
Props
The PAC Shop maintains the stock props and furniture for use by participating PAC groups. All PAC groups have access at no charge to these materials. In return, we request that any group that uses PAC Props donates any new properties they purchase to the stock. The Prop Shop contains treasures beyond your imagination. In order to be able to fairly distribute the resources of PAC Props, the following guidelines are used :
- No one shall enter the prop or furniture storage areas without permission. Please contact the PAC Shop to schedule an appointment.
- Any articles used must be signed out and the person/group taking the props must assume full responsibility for the articles taken. If any articles are removed without permission a $25 fine will be charged to the group or individual.
- If a borrowed article is lost or damaged, the borrowing group must either replace, repair, or pay the replacement value of the item.
- All borrowed items must be returned at the strike of the performance. PAC Shop Staff will be present at the strike to supervise the return and ensure the props and furniture areas are left in good condition.
- The PAC Shop has a Cricut available for prop-making. We supply the knives and unit, but the user will need to supply the materials (paper, vinyl, etc). Please let us know when you’re in the shop if you would like to use it. The unit can not leave the shop.