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You’re managing a theatrical production. What do you need to know to make it a success?

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Managing a theatrical production is a complex and rewarding task that requires a blend of creative, technical, and business skills. Whether you are working on a small-scale or a large-scale project, you need to know how to plan, organize, communicate, and problem-solve effectively. In this article, we will cover some of the essential aspects of theatrical production management that can help you make your show a success.

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Jeremiah Brophy

Roofing Estimator, Husband, and Cat Dad
Justin Born

Salesforce Admin & Business Development Rep at ExperiencePoint | Nerd | Specializing as a Generalist
Morgan Leigh Beach

1 The Production Team

The production team is the group of people who are responsible for the artistic and technical aspects of the show, such as the director, the designers, the stage manager, and the crew. As a production manager, you need to assemble a competent and reliable team that can work well together and deliver the vision of the show. You also need to coordinate with the producers, who are in charge of the financial and administrative aspects of the show, such as the budget, the contracts, the marketing, and the fundraising. You need to establish clear roles, expectations, and communication channels among all the team members and ensure that everyone has the resources and support they need.

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Jeremiah Brophy

Roofing Estimator, Husband, and Cat Dad
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Not only are the hard skills important within the team, but the soft skills are as well. Each production team is a family and that often comes with all the pros and cons. Being able to cooperate and communicate effectively is critical to ensuring that the production team isn't at each other's throats by the time the curtain goes up.

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Justin Born

Salesforce Admin & Business Development Rep at ExperiencePoint | Nerd | Specializing as a Generalist
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Utilizing the skills of your team is the most important. Every person on the production team has strengths and weaknesses, knowing these is key to managing an effective team.

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Morgan Leigh Beach
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How to problem solve in a collaborative and fast-paced environment. There is a knowledge base of experience behind this soft skill.

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Solomon Tetteh Adusu

Communication || Marketing & Business Development || Project Manager || Public Relations || Creative Writer || Dramatist || Poet
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Before putting the team together, you need to define your production vision and objectives. This will inform the team to be constituted or even dropped off along the way.

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2 The Production Schedule

The production schedule is the timeline that outlines the key milestones and deadlines of the show, such as the auditions, the rehearsals, the technical rehearsals, the previews, and the performances. As a production manager, you need to create a realistic and detailed schedule that takes into account the availability, the needs, and the goals of the team. You also need to monitor the progress and the quality of the work and make adjustments as necessary. You need to communicate the schedule to the team and the stakeholders and ensure that everyone follows it and meets their obligations.

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Justin Born

Salesforce Admin & Business Development Rep at ExperiencePoint | Nerd | Specializing as a Generalist
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This is a great overview. Ensuring your schedule can flex is important. Regardless of the size, every production is a creative process and having flexibility built in will be a key to success. On the inverse, knowing where there is no flexibility in the schedule is important to be clear and set expectations in advance.

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3 The Production Budget

The production budget is the financial plan that estimates the income and the expenses of the show, such as the ticket sales, the grants, the donations, the salaries, the royalties, the materials, and the rentals. As a production manager, you need to prepare a comprehensive and accurate budget that reflects the scope and the scale of the show. You also need to track and control the spending and the income and report any variances or issues. You need to work with the producers and the team to find ways to optimize the budget and to secure additional funding if needed.

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4 The Production Venue

The production venue is the physical space where the show will be performed, such as a theater, a hall, a studio, or a site-specific location. As a production manager, you need to find and book a suitable venue that matches the aesthetic, the technical, and the practical requirements of the show. You also need to negotiate and sign a contract with the venue owner or manager that covers the terms and conditions of the rental, such as the dates, the hours, the fees, the insurance, and the responsibilities. You need to inspect and measure the venue and ensure that it meets the safety and accessibility standards and that it has the necessary equipment and facilities.

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5 The Production Risk Management

The production risk management is the process of identifying, assessing, and mitigating the potential hazards and threats that could affect the show, such as injuries, accidents, illnesses, equipment failures, power outages, weather conditions, or legal disputes. As a production manager, you need to conduct a thorough risk analysis and develop a contingency plan that covers the possible scenarios and the actions to take. You also need to implement and enforce the safety and security measures and protocols and train and inform the team and the audience. You need to have the appropriate insurance and legal coverage and be prepared to deal with any emergencies or crises.

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Justin Born

Salesforce Admin & Business Development Rep at ExperiencePoint | Nerd | Specializing as a Generalist
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All true. Ensuring you are hiring people with the right expertise should mitigate risks from the start. Although many risks can be prevented, something unexpected will always come up. "The best laid plans of mice and men often go awry"

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6 The Production Evaluation

The production evaluation is the process of collecting, analyzing, and reporting the feedback and the results of the show, such as the audience response, the critical reviews, the ticket sales, the awards, the media coverage, or the lessons learned. As a production manager, you need to design and conduct effective evaluation methods, such as surveys, interviews, focus groups, or observations. You also need to summarize and present the findings and the recommendations and share them with the team and the stakeholders. You need to celebrate the achievements and the successes and acknowledge the challenges and the areas for improvement.

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Justin Born

Salesforce Admin & Business Development Rep at ExperiencePoint | Nerd | Specializing as a Generalist
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This is not an experience that has been apart of my job as a production manager. In my experience this will land more on the artistic leadership of the production.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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David Svengalis

Open Innovation Product Developer at SBCD Enterprises, LLC and Stage Manager at the Magic Castle
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I’ve seen terrible shows that sold out and I’ve seen brilliant shows with seven people in an audience built for 100. To me “successful” means butts in seats. Paying butts, more accurately. Don’t expect family and friends of you and your team to fill the house with paid tickets. They’re going to want comps anyway. Focus on getting STRANGERS to buy tickets and you’re doing it correctly. Advertise, advertise, advertise.

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You’re managing a theatrical production. What do you need to know to make it a success?

1

2

3

4

5

6

7

1 The Production Team

2 The Production Schedule

3 The Production Budget

4 The Production Venue

5 The Production Risk Management

6 The Production Evaluation

7 Here’s what else to consider

Theatrical Production

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You’re managing a theatrical production. What do you need to know to make it a success?

1

2

3

4

5

6

7

1 The Production Team

2 The Production Schedule

3 The Production Budget

4 The Production Venue

5 The Production Risk Management

6 The Production Evaluation

7 Here’s what else to consider

Theatrical Production

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