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

2. 5 Stages of Production
CONCEPT – Creating the idea DESIGN – Planning and Preparation PRODUCTION- Building, making, rehearsing TECHNICAL – Install and practice PERFORMANCE- Perform and Tour

3. 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

4. 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

5. 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

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

7. 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

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

9. Production Manager – Key Skills
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

10. Production Manager – Key Skills
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

11. Guildhall Technical Manager

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

13. 5 Stages of Production
CONCEPT – Creating the idea DESIGN – Planning and Preparation PRODUCTION- Building, making, rehearsing TECHNICAL – Install and practice PERFORMANCE- Perform and Tour

14. Schedule People Budget Health and safety

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

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

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

18. Production Management - Responsibilities
Stay alert and look out for specific areas of concern in terms of Health & Safety when the concept is presented
Alert touring venues of any specific elements of the show concept that may impact H&S requirements or local legislation
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

19. 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

20. 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
Recruit Production Team
PEOPLE
Carry out an assessment during the design process to make sure the production does not exceed the agreed parameters
In conjunction with the Technical Manager, review technical operational and crewing requirements
Start preparing the Hanging Plot in conjunction with the Technical Manager

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

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

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

24. 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
Develop Ground plan and update as needed
Liaise with internal / external professionals – external vendors & fabricators
Consolidate the Hanging / Rigging Plot with the Technical Manager
Ensure good communication with the Show Director – regularly meet and update them on the production process

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

26. 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
Produce full risk assessments and method statements as relevant to the production
H&S
Observe rehearsals and highlight any H&S issues requiring attention before technical rehearsals
Ensure all Performers, Production and Technical teams are fully trained to fulfil their required duties

27. Production Management - Responsibilities
The PM must ensure the final deadline in met – Opening Night!
In conjunction with Stage and Technical Management -Create a daily schedule in addition to the Master Schedule
Start to Plan the Get Out schedule and review the tour schedule if required
SCHEDULE
Fit Up Schedules are often detailed Hour by Hour and must include the required Personnel
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

28. Production Management - Responsibilities
Be a Leader.
The technical period can be intense.
Ensure all teams are clear of tasks and work efficiently and safely.
Ensure all teams are clear of their calls during this period
PEOPLE
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

29. 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
Keep an eye on the schedule and pre-empt potential overtime costs
Ensure all Department HOD’s are managing their Petty Cash efficiently to avoid any unknown last minute expenditure

30. 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
In conjunction with the Technical Manager, ensure Tool Box talks take place daily,
H&S
Ensure all Load In and Out Operations are undertaken in accordance with relevant regulations
Review Risk Assessments and Method Statements and ensure they are complied with.

31. 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

32. 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.

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

34. 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