Choose plays or solicit play suggestions from directors
Find out availability of play for performance by amateur groups, royalty costs, script costs
Order scripts, arrange royalty contracts
Find space to hold performance and arrange contract including show dates, move-in and rehearsal schedules and price. Keep track of time spent in space for billing/overtime purposes.
Get any necessary permits and approvals from the police, fire marshall and city.
Schedule rehearsal space
Advertise for and interview directors
Assemble staff for show; Stage manager, technical director, set designer, lighting designer, sound designer, costume designer, hairstylist, make-up artist, poster designer, (with director approval) and properties manager, program designer, publicity chairman, house manager, ushers, cast party committee, and set construction, move-in and running crews.
Set audition dates, advertise auditions, arrange for audition staff, and audition forms (with director input)
Hold production meetings to plan all aspects of production, create schedule for tasks, and delegate responsibilities to production staff. Schedule set construction and painting dates. Hold several meetings as needed during course of show preparation to check on progress of staff.
After production meeting and consultation with director and designers, prepare estimated budget. Use previous show budgets to estimate recurring expenses such as transportation, printing, advertising. Submit budget to board of directors for approval if organization has a board. Get board approval for any expenses exceeding approved budget if necessary.
Track and approve all expenditures. Submit receipts to treasurer for reimbursment if organization has a treasurer.
Go to first read through to acquaint cast with policies and procedures; deadlines for submitting advertisements and patrons for program, rules of rehearsal space. Hand out forms such as information sheet, crew sign up, ticket forms, advertiser and patron forms. Go to other rehearsals, especially near deadlines, to collect $ and forms.
Make sure ticket forms are collected and make sure tickets are distributed
Make sure press releases are written and sent to media by deadlines
Make sure mailings to mailing list (if you have one)are sent out well before performance and audition dates.
Make sure program designers are provided with all the necessary information by deadline set by designers
Make sure posters are designed, printed, and distributed for hanging well before show dates. It is often helpful to develop a list of important places to hang posters and have individuals sign up to cover those places.
Arrange for photos for lobby board, publicity and for sale to cast
Arrange for truck for move-in and strike if your set is built or stored elsewhere
Explore options for previewing the show, libraries, bookstores, events such as block parties and festivals etc.
Arrange for T-shirts, videos, cast party (you don�t have to do this yourself, just make sure someonedoes it if there is a desire to have any or all of these things. )
Write up a final report comparing projected budget with actual expenditures, any problems that came up, suggestions for future shows etc. in order to make the job of future producers easier. Present this report to board of directors if working for an organization with a board.
Send thank yous to peole who helped you