14.1 Pre-production planning and organization

Pre-production planning sets the stage for a successful theatrical performance. From establishing timelines to coordinating with technical departments, directors must juggle numerous tasks to bring their vision to life.

Effective communication and organization are key. Regular meetings, digital tools, and clear channels of communication keep the production team aligned. A comprehensive checklist and task organization system ensure all elements come together seamlessly for opening night.

Pre-Production Planning and Organization

Pre-production timeline for theater

Top images from around the web for Pre-production timeline for theater

• 

  A timeline of Shakespeare's plays at the Globe Theatre | Flickr - Photo Sharing! View original

  Is this image relevant?

• 

  10. Project Schedule Planning – Project Management – 2nd Edition View original

  Is this image relevant?

• 

  Resource limited scheduling - Praxis Framework View original

  Is this image relevant?

• 

  A timeline of Shakespeare's plays at the Globe Theatre | Flickr - Photo Sharing! View original

  Is this image relevant?

• 

  10. Project Schedule Planning – Project Management – 2nd Edition View original

  Is this image relevant?

1 of 3

Top images from around the web for Pre-production timeline for theater

• 

  A timeline of Shakespeare's plays at the Globe Theatre | Flickr - Photo Sharing! View original

  Is this image relevant?

• 

  10. Project Schedule Planning – Project Management – 2nd Edition View original

  Is this image relevant?

• 

  Resource limited scheduling - Praxis Framework View original

  Is this image relevant?

• 

  A timeline of Shakespeare's plays at the Globe Theatre | Flickr - Photo Sharing! View original

  Is this image relevant?

• 

  10. Project Schedule Planning – Project Management – 2nd Edition View original

  Is this image relevant?

1 of 3

• Establish production timeline spans several months
  • Read and analyze script delves into themes, characters, and dramatic structure
  • Determine production concept shapes overall artistic vision (minimalist staging, period setting)
  • Set audition dates typically 2-3 months before opening night
  • Schedule design meetings occur weekly or bi-weekly to discuss progress
• Create rehearsal schedule spans 4-8 weeks
  • Blocking rehearsals focus on stage movement and positioning
  • Character development sessions explore motivations and relationships
  • Technical rehearsals integrate lights, sound, and set pieces
  • Dress rehearsals run full show with costumes and makeup
• Plan design deadlines ensure timely completion
  • Set design approval dates typically 1-2 months before tech week
  • Costume fittings scheduled 3-4 weeks before opening
  • Prop acquisition completed 2 weeks before tech rehearsals
• Coordinate with technical departments ensures smooth integration
  • Lighting plot due date set 2-3 weeks before tech week
  • Sound design completion scheduled 1-2 weeks before tech rehearsals
  • Set construction milestones tracked weekly (foundation, walls, detailing)

Communication strategies with production team

• Schedule regular production meetings foster collaboration
  • Weekly check-ins with department heads address concerns and progress
  • Design presentations showcase evolving concepts and ideas
• Utilize digital communication tools streamline information sharing
  • Shared online calendars (Google Calendar) sync schedules
  • Project management software (Trello, Asana) track tasks and deadlines
• Establish clear channels of communication prevent miscommunication
  • Designate point persons for each department centralize information flow
  • Create a contact list for all team members enables quick communication
• Implement feedback mechanisms ensure continuous improvement
  • Post-meeting summaries capture key decisions and action items
  • Progress reports from each department highlight achievements and challenges

Elements of director's pre-production checklist

• Script analysis forms foundation of directorial approach
  • Identify themes and motifs guide overall production concept
  • Break down scenes and characters inform blocking and character development
• Casting preparations ensure finding the right actors
  • Develop character breakdowns outline key traits and requirements
  • Prepare sides for auditions showcase character dynamics
• Design concept development visualizes production aesthetic
  • Create mood boards capture desired atmosphere and style
  • Sketch preliminary ideas for set, costumes, and lighting
• Budget review ensures financial feasibility
  • Allocate resources to different departments based on priorities
  • Identify potential cost-saving measures without compromising quality
• Rights and permissions prevent legal issues
  • Secure performance rights from publishing houses (Samuel French, Dramatists Play Service)
  • Obtain necessary licenses for music or other copyrighted material (ASCAP, BMI)

Task organization in pre-production

• Create a master task list provides comprehensive overview
  • Identify critical path items determine project timeline
  • Assign deadlines to each task ensures steady progress
• Delegate responsibilities maximizes team efficiency
  • Match tasks to team members' strengths improves quality of work
  • Clearly define roles and expectations prevents overlap or gaps
• Implement a system for tracking progress maintains accountability
  • Use visual aids like Gantt charts display timeline and dependencies
  • Regular status updates from team members keep everyone informed
• Anticipate and plan for potential challenges minimizes disruptions
  • Develop contingency plans for common issues (actor illness, budget cuts)
  • Build buffer time into schedule accommodates unexpected delays
• Balance creative and logistical tasks ensures well-rounded production
  • Allocate time for both artistic exploration and practical planning
  • Ensure administrative tasks don't overshadow creative development preserves artistic integrity