Student Responsibilities
Production Timelines - Producer
The Producer is the lead member of each production team. As such, he/she schedules and runs all production meetings from the beginning of the process. The producer should also require regular updates from staff members between formal production meetings. In this way the producer can become aware of issues as they arise, insuring that all policies and guidelines are being followed and that the process is moving forward smoothly, with all deadlines being met. One of the most important functions of the Producer is to act as the liaison between the production staff and the OUP Technical Advisor, as questions arise during production. It is imperative that the Producer maintain regular direct contact with the OUP Technical Advisor.
Six Weeks Prior to Load-In
Meet with OUP Technical Advisor to review all production guidelines and policies.
Identify required workshops and scheduled offerings.
Provide OUP staff with contact information for the production team and arrange a pre-production meeting in the appropriate space.
Consult with the OUP regarding any production concerns as they arise.
Schedule a full production meeting with your staff and OUP for 4 weeks prior to load-in.
Maintain regular contact with the TA and crew heads.
Five Weeks
Confirm that adequate crews are available and being scheduled.
Confirm crew members have attended (or will attend) appropriate OUP training workshops.
Confirm that initial set design plans will be ready for OUP meeting next week.
Maintain regular contact with the TA and crew heads.
Four Weeks (Full Production Meeting)
OUP Production Meeting
Present your completed Pre-Production Application Forms to OUP.
Review set plans with OUP and confirm acceptability or identify needed changes.
Review all technical needs; lighting, sound, props, special effects, etc.
Review basic safety policies of OUP.
Schedule a full production meeting with OUP for 2 weeks prior to load-in.
Maintain regular contact with the TA and crew heads.
Three Weeks
Insure design/plan changes are being made and will be ready for next weeks meeting.
Remind staff of next production meeting.
Two Weeks Out
Full Production meeting with staff and OUP.
Get final set and tech approval.
Deadline for OUP approval of pre-production forms.
Fax forms to Yale Fire Marshal’s Office.
Schedule any props and/or lighting deliveries/pickups.
Coordinate any rental arrangements as needed.
Schedule producer’s meeting with OUP for Friday prior to load-in.
One Week Out
Schedule a meeting with your staff to coordinate load-in activities.
Confirm all equipment rentals.
Confirm all staff is aware of basic safety policies of OUP. (See Website)
Friday Prior to Load-In
Producer’s meeting with OUP.
Final review/approval of production plans, load-in, and tech and performance schedules.
Schedule all equipment returns.
Schedule a House Mgr and Usher meeting for early in Tech week.
Load-In
Give safety speech to assembled crewmembers prior to start of load-in.
Be sure all crew are dressed appropriately per safety policy.
Monitor that all safety standards are being met by work crews.
Insure all production spaces/equipment are maintained in clean/orderly fashion throughout load-in process.
Technical Rehearsals
Insure the Stage Mgr. and the TD have walked through the stage space and that the Stage Mgr has a full grasp of all technical equipment and processes involved in the production prior to first rehearsal.
Schedule any training sessions for stage mgr and/or crew as needed.
Tech Crew Note Calls
Help to coordinate work calls for crews to make adjustments as needed.
Insure that adjustments are made in a timely way so as not to interfere with the progression of rehearsals.
Fire and Health & Safety Inspections
Be present at inspections with both Yale and City of New Haven authorities.
Insure that all required documentation is provided in a timely way.
Insure that any notes or adjustments required are taken care of in a timely way.
Schedule and be present for any follow up inspections as needed.
Performances
Be sure safety check of facility is done prior to house opening.
Be sure House Mgr is prepared to open ½ hour prior to performance.
Insure the appropriate shut down procedure is followed each night.
Load-out
Schedule a strike meeting to coordinate load-out process.
Give safety speech to assembled crew prior to start of strike.
Pay special attention to all safety concerns.
Coordinate with the House Mgr, Stage Mgr, and TD to insure all production spaces are clean and orderly.
Coordinate timely return of any rental equipment with appropriate crew head.
