(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 |