MEETINGS YOU NEED TO KNOW ABOUT

PRELIMINARY DESIGN PRESENTATION (For Production students)

This is where the Designer and Director or Choreographer present the “Prelim” set and costume designs for the show. Attendance is limited to senior production staff and Heads of Department.

Note: That a staff Technical Director must be present at this meeting

DESIGN FINALS (For Production Students)

This is where the Designer and Director or Choreographer present the “Final” set and costume designs for the show. Attendance is limited to senior production staff and Heads of Department.

Note: That a staff Technical Director must be present at this meeting

COMPANY MEETING (All Actors or Dancers and Production Students on the show)

This meeting usually takes place on first day of rehearsal. It is a “Meet and Greet” with the Actors, Dancers, Technicians, staff and guest artists. It is common for the Director to give a short talk about the production and for the Designer to do a brief “Show and Tell” in front of the full company.

Note: That the Production and Operations Manager and the Director of the Acting or Dance program must be present at this meeting. The Chair often attends

FIRST READ THROUGH (Full Company for Acting Shows)

This mandatory meeting is where the script is read aloud by the Actors for the first time, in public, at the beginning of their rehearsal period. All Managers, Designers, Heads of Department and crew members attend so that they can become familiar with the show content and the vision of the Director. If possible, it should happen after a COMPANY MEETING

PRODUCTION ASSISTANT MEETINGS (Production Students)

These meetings give the Production Assistants for each show the opportunity to voice their concerns and learn about the “Big Picture” toward which they are contributing. Attendance is mandatory for the Production Manager, Stage Manager and Technical Director of the

production, who discuss the show and share their reasons for decisions made during the production process. One happens during the rehearsal period and a second one happens after the show’s Post Mortem.

Note: That no staff member has to be present at this meeting

RATIFICATION MEETING (Unionized Production Students)

At this meeting, the Local Business Agent outlines, to the unionized crew members, the specific terms of the current contract, and any changes that may have been bargained during the most recent round of negotiations. The members will then vote to accept or defeat the contract.

Note: That no staff member has to be present at this meeting

HEAD OF DEPARTMENT MEETING (Production Students)

The weekly HOD Meeting is one of the most critical meetings to take place during the production period. This meeting is where issues are tabled and problems are solved. It is usually chaired by the student Production Manager. Each Department Head will be called upon to give a brief update on the progress or problems in his or her area, and a report on their budgets. The scheduling of this meeting must take place around the Resident Staff’s availability.

Note: That either a staff Technical Directors or an Intern must be present at this meeting

JOINT OCCUPATIONAL HEALTH AND SAFETY MEETING (Elected Company Members)

All shows will have at least one of these meetings during their production periods. Attendance is mandatory for committee members (See JOINT OCCUPATIONAL HEALTH AND SAFETY COMMITTEE)

Note: That no staff member has to be present at this meeting

INFORMAL AND MORE SPECIFIC MEETINGS (anyone, as needed)

There are no other scheduled production meetings. However, “meet for coffee” updates, “at the bar” strategy sessions and as-necessary informal meetings are crucial to the success of the production. It is recommended that Designers set up consistent “Office Hours” and

Directors and Choreographers arrange, through Stage Management, a daily window of time for questions and problems.

Note: That no staff member must be present at this meeting

PAPER TECH (Production Students)

A Paper Tech is a meeting held just prior to Tech Week at which the Stage Manager talks through the entire show, cue by cue. In an ideal world this would take place after level sets. All Designers and operators are required to attend and contribute. The purpose of a Paper Tech is to minimize problems at the Q – to – Q, and to discover what holes in information still exist.

Note: That no staff member must be present at this meeting

POST MORTEM (Production Students)

During the week following the closing of a show, there may be a Post Mortem meeting to discuss the production and any problems encountered. Attendance is mandatory for the Technical Company, although the format is similar to the HOD Meeting: only HODs and Managers will report their findings and observations. The Post Mortem will be chaired by the Resident Production Manager or a senior Faculty member.