Day One Role of the Production Manager Morning

Day One Role of the Production Manager Morning: The role of the Production Manager & Technical Manager Afternoon: The PM’s responsibilities in each stage

5 Stages of Production CONCEPT – Creating the idea DESIGN – Planning and Preparation PRODUCTION- Building, making, rehearsing TECHNICAL – Install and practice PERFORMANCE- Perform and Tour

Role of The Production Manager Responsible for: • The production of Show related elements • The Production Team • The Production Budget • The Production Schedule • All Health & Safety related issues

Role of The Production Manager Responsible for: • Working with the Technical Manager to coordinate technical requirements into the Budget, Schedule, & Resources • Managing Tour Planning • Show documentation & Transfer of Knowledge • Maintain show standards and IP

IP • What copy right and how long does it last? • Who owns the copyright in a work including devised work? • How do you go about getting the right to use copyright material? • Design rights? • Music permission on stage? • Trademarks, using logos to protect the investment • Licensing arrangements • Non-disclosure agreements

The Role of The Technical Manager Responsible for: • Theatre Specialist Equipment • Installation of equipment and scenery into theatre • The Technical Team

The Role of The Technical Manager Responsible for: • Working with the Production Manager and inputs into the Production Budget & Schedule • Technical requirements for tour planning • Technical documentation & Transfer of Knowledge

Production Manager – Key Skills Working in groups of 2, think about Skills and Attributes needed to be a Production Manager

Production Manager – Key Skills & Attributes • Experience of the production process • Good confident communicator • Well organised • Financial management • Appreciation of the Art form • Proactive and keenness to learn new skills and keep up with latest tech, • Ability to lead a team

Production Manager – Key Skills Attributes • Knowledge of software – CAD, Excel • An understands of technical disciplines • Logistics • Knowledge, experience of health & safety legislation and practice • Sees the big picture • Firm but flexible

Guildhall Technical Manager

The team Producer Creative Director Show Directors / Choreographers Composers / writers Show Design teams Production Manager Technical Manager Production Departments / Vendors / Suppliers Technical Departments Set / Props / Costume LX / SND / AV / Automation / Stage Company Manager General Manager Stage Management Commercial Manager Performers Finance Manager Marketing and PR Theatre Manager

5 Stages of Production CONCEPT – Creating the idea DESIGN – Planning and Preparation PRODUCTION- Building, making, rehearsing TECHNICAL – Install and practice PERFORMANCE- Perform and Tour

Schedule People Budget Health and safety

Production Management Create a Master Schedule Identify the key milestones and deadlines Schedule Meeting for the Director and Designer to meet SCHEDULE Schedule Subsequent meetings, White Card, Pre -Production, Final design Schedule Concept Meeting with Creative Team Work with the Producer to develop provisional tour schedule

Production Management - Responsibilities Start to plan the resource requirements for all production stages Create a contact sheet Understand the scope and vision of the production Send out Venue Info Packs PEOPLE Make sure the designer has up to date plans of the venue(s) Ensure good communication between Director and Designer Start Investigating Communicate with specialist demands on relevant people the shows requirements. Communicate parameters regarding the Concept meeting of the production to the relevant teams

Production Management - Responsibilities Get a total production figure from the producer Create the Budget working document Think about a rough costing for each department based on information from the concept meeting BUDGET Get Clarification on what your production budget includes If necessary, get running costs parameter from the producer Set financial parameters for the production Communicate budget parameters to the Director, Designer and other key Creative team members

Production Management - Responsibilities Alert touring venues of any specific elements of the show concept that may impact H&S requirements or local legislation Stay alert and look out for specific areas of concern in terms of Health & Safety when the concept is presented H&S Research specific areas / consult specialists / investigate equipment Contact local authority with any questions or concerns Suggest alterations to the design so that it falls in line with H&S legislation

Production Management - Responsibilities Issue a revised Schedule to all departments Schedule the following meetings: 1. White Card 2. Pre – Production 3. Final Design SCHEDULE Ensure notes are taken at all meetings and ALL action items are followed through. Plan the Construction Schedule. Do this in conjunction with HOD. Take into account influencing factors such as – requirements of other productions in the schedule, fabricators lead time, freight time for touring

Production Management - Responsibilities Ensure the Designer is generating CAD drawings: Ground plan, Elevation, Technical Drawings If necessary work with the creative team to bring the design within the agreed parameters by the final model stage Carry out an assessment during the design process to make sure the production does not exceed the agreed parameters PEOPLE Start preparing the Hanging Plot in conjunction with the Technical Manager Recruit Production Team In conjunction with the Technical Manager, review technical operational and crewing requirements

Production Management - Responsibilities Obtain sign off on the Production and Running costs from Management or Producer Separate Production Costs from Running Costs Gather costings from all departments BUDGET Generate accurate budget forecasts in conjunction with the production staff and outside contractors Develop the production budget into a working document and use it as a tool to manage production costs

Production Management - Responsibilities If necessary make changes to the design to comply with Health & Safety legislation Review the production Schedule and highlight any H&S issues Produce a Design Risk Analysis and Revisit areas of Health and Safety Concerns once detailed drawings have been produced H&S Review any specific training requirements for Performers, Production and Technical personnel Continue to liaise with external professionals regarding H&S

Production Management - Responsibilities Start to develop the ‘Get Out’ ‘Strike’ Schedules. Does the show have another life? Develop transportation and logistical schedules Maintain and Update the Schedule ensuring version numbers are up to date SCHEDULE Discuss the Install and Technical Schedule with the Show Director. Develop detailed install and Technical Schedules. Distribute to all HOD

Production Management - Responsibilities Organise and Chair weekly progress / production meetings. Coordinate and distribute notes from these meetings to all departments and ensure action items are implemented Plan the use of technical resources in conjunction with Technical Manager, Chief Electrician, Head of Stage, Company Manager and other Technical Staff PEOPLE Liaise with internal / external professionals – external vendors & fabricators Develop Ground plan and update as needed Consolidate the Ensure good communication with the Show Hanging / Rigging Plot Director – regularly meet and update them with the Technical Manager on the production process

Production Management - Responsibilities Monitor expenditure and communicate any areas of concern in a timely fashion Identify areas of potential cost savings and communicate this to relevant departments. Redistribute if necessary Regularly revisit budgets with departments to preempt issues BUDGET Use the production Budget to manage expenditure and committed costs Manage Petty Cash and purchase order systems

Production Management - Responsibilities Work in accordance to current Health & Safety regulations ensuring that all staff adhere to these rules at all times Book in Licensing inspections for the production H&S Produce full risk assessments and method statements as relevant to the production Observe rehearsals and highlight any H&S issues requiring attention before technical Ensure all Performers, Production and rehearsals Technical teams are fully trained to fulfil their required duties

Production Management - Responsibilities Start to Plan the Get Out schedule and review the tour schedule if required The PM must ensure the final deadline in met – Opening Night! SCHEDULE Manage Change – Onsite issues can often change the daily schedule. With so many personnel involved during the Technical Stage, the PM must take control and manage the schedule accordingly In conjunction with Stage and Technical Management -Create a daily schedule in addition to the Master Schedule Fit Up Schedules are often detailed Hour by Hour and must include the required Personnel

Production Management - Responsibilities Be a Leader. The technical period can be intense. Ensure all teams are clear of tasks and work efficiently and safely. PEOPLE Ensure all teams are clear of their calls during this period Complete full Technical Riders and send to tour venues Ensure good communication with the Show Director – regularly meet and update them on the Technical process

Production Management - Responsibilities This is the moment at which point Contingency monies can be released, but only after all other potential savings have been analysed Monitor and maintain budget updates BUDGET Ensure all Department HOD’s are managing their Petty Cash efficiently to avoid any unknown last minute expenditure Keep an eye on the schedule and pre-empt potential overtime costs

Production Management - Responsibilities Take Control. Lead the entire performance, production, technical teams on tours of the set and highlight areas of potential danger or unusual operation Conduct Licencing inspections H&S In conjunction with the Technical Manager, ensure Tool Box talks take place daily, Ensure all Load In and Out Operations are undertaken in accordance with relevant Review Risk Assessments and Method regulations Statements and ensure they are complied with.

Production Management - Responsibilities If Touring. Confirm all logistics, Communicate detailed schedule to all tour venues Develop Detailed Get Out plan for all departments SCHEDULE Review resources required for Get Out with HOD’s Ensure the required staff are scheduled accordingly Identify and facilitate disposal / storage facilities of all show Materials

Production Management - Responsibilities Review Show Reports Book additional crew for Get Out if necessary Monitor Time Sheets PEOPLE Maintain communication with key Managers – Stage Manager, Technical Manager. Ensure all teams are maintaining show standards. Problem solve as required.

Production Management - Responsibilities Request final expenditure reports from departments that have completed work on the production BUDGET Reconcile all outstanding accounts prior to the end of the run. Review all running costs, including all maintenance and renewal costs. Ensure this is in line with budget forecast, particularly of touring Monitor time sheets

Production Management - Responsibilities Monitor Show Reports for any H&S issues, take action as necessary H&S Ensure daily safety checks are maintained at the required standard throughout the run. Review completed daily safety check signoff sheets as required. Take action as necessary