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Technical Director Task List

Last Revised on July 22, 2014

Welcome to your Task List! The Sudbury Savoyards Task Lists are designed to be used as a guideline for how you can successfully complete your job in the current production. The task list is divided into five sections: In order to keep this task list current and helpful, please edit it as you see fit. You will be asked to turn in your marked-up copy at the Debriefing Meeting. You can also send any changes electronically by clicking here or the link at the top of this page.

General Information

Quick List

Complete? Task Timeframe
Recruit Makeup Designer September
Recruit Props Chief September
Recruit Costume Designer September
Recruit Lighting Designer September
Recruit Set Designer September
Plan Tech Dept Organization September
Recruit Sound Liaison October
Recruit Stage Manager October
Get Key to SUMC November
Plan Tech Meetings On-going, beginning in October
Submit Bio for Playbill December
Tech Meeting - December December
Get crew names Begin at auditions/work days
Fire Station Signs Work days
Special Thanks Beginning in January
Attend Debriefing Meeting Date is determined by the Producer
Return Task List Return to the Task List Manager at Debriefing Meeting. See Calendar for the exact date.

Task Details

Recruit Makeup Designer

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Recruit Props Chief

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Recruit Costume Designer

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Recruit Lighting Designer

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Recruit Set Designer

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Plan Tech Dept Organization

In consultation with the technical department heads (probably while you recruit them), decide what assistants and crew chiefs each department will need. Consider the demands of the show as well as the skills, desires, personalities, and time of the available people. You may also identify specific duties to be handled by the Technical Director's office. Although each show has different requirements, traditional crew chiefs for various departments include Costume Construction Chief, Set Construction Chief, and Set Painting Chief, in addition to assistants, consultants, specialized crew members, and general crew members. Designers are expected to delegate appropriate responsibilities to crew chiefs and assistants.

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Recruit Sound Liaison

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Recruit Stage Manager

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Get Key to SUMC

If not already received, get a key to Hawes Hall from the Chairman.

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Plan Tech Dept Meetings

Plan monthly (or more frequent) Technical Staff meetings to coordinate the technical departments and achieve the Stage Director's visual concept. Make sure to announce the meetings to necessary Technical Staff members and the Stage Director. Others, e.g. the Producer and Music Director, should be invited to attend if appropriate and all Technical Staff or Crew members should be welcome to attend. At the first meeting, the Stage Director presents production concepts to designers, for their consideration.

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Submit bio for Playbill

The Playbill Layout Chief will ask for a biography for inclusion in the Playbill. This is generally kept to a single paragraph (6-8 lines).

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Tech Meeting - December

Schedule a meeting with all designers and crew chiefs in mid-January. Check that concepts for all departments are complete, including set design, lighting design, and costuming in particular. Establish props needed and sound requirements.Back to Quick List

Get crew names

Collect crew names for playbill as an ongoing activity. You should receive lists from the Costume Construction Chief, the Lighting Designer, the Makeup Designer, the Props Chief, and the Set Construction Chief. The list should be given to the Playbill Layout Chief for the playbill and the Database Manager to update the database.

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Fire Station Signs

Obtain suitable paint and brushes and letter the fire station signs. There are three signs: in front of church, at Rt. 117 fire station and at Rt. 20 fire station. The signs must be base-coated first to paint over last year's info. A useful technique is to obtain the sign copy on a transparency from the Graphic Designer and use an overhead projector to project the image onto the boards. Trace the copy onto each board in pencil, then have another crew painting the pencil lines. If you have enough crew, multiple transparencies and multiple projectors might speed the process.
The church's overhead projector is stored in a closet down by the Gathering Room (at the office end of the church). This closet is generally unlocked. Please return to the closet after use.

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Special Thanks

Start writing down people who should get special thanks or credits in the playbill.

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Attend Debriefing Meeting

The Producer is responsible for setting for scheduling the Debriefing session, generally held within a month of the show closing. The meeting is to go over the production, focusing on areas of great success and areas which need significant improvement.

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Return Task List

If not already turned in, return the task list at the Debriefing Meeting.

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Tasks that require your input, but are the responsibility of others

Task Description Timeframe
Tech Week Rehearsal Schedule The Stage Director is responsible for creating the master rehearsal schedule for tech week. This will determine which rehearsals will require costumes and makeup, and which rehearsals will be slotted to work on technical issues such as lighting/sound cues. Will be determined in November

Related Documents:

The Technical Director manages the technical theater departments in order to execute the Stage Director's visual concept of the show. The Technical Director may also run or assist with one or more technical departments, but the key task is managing interactions between the technical departments and the Stage Director to ensure that all technical tasks are completed within the physical, budget, and manpower limitations.
Hierarchy CompleteTaskList Calendar of Events Report changes

Task Who Does Who_Checks TaskDate Tied To Offset
Background Info for Set design SetDesigner TechnicalDirector 5/1/2003 FiscalYear 0
Background for Tech Organization TechnicalDirector SetDesigner, LightingDesigner, CostumeDesigner, Producer 5/8/2003 MayBoard 0
Recruit Set Designer TechnicalDirector Producer, SetDesigner 9/30/2003 SepBoard 7
Discuss costume sketches and feasibility CostumeDesigner, StageDirector, CostumeConstructionChief TechnicalDirector 10/17/2003 TwoRing -21
Set floor plan complete SetDesigner TechnicalDirector, StageDirector 11/7/2003 TwoRing 0
Costume planning CostumeDesigner, CostumeConstructionChief TechnicalDirector 11/10/2003 NovBoard -1
Choose who runs announcements Chairman, Producer StageDirector, MusicDirector, TechnicalDirector, CastManager 11/11/2003 NovBoard 0
Estimate budget for technical staff LightingDesigner, SetDesigner, CostumeDesigner, MakeupDesigner, PropsChief, SoundDesigner, StageManager, CostumeConstructionChief TechnicalDirector 11/11/2003 NovBoard 0
Timing, content of rehearsal announcements Chairman Producer, TechnicalDirector 11/11/2003 NovBoard 0
Set design complete SetDesigner TechnicalDirector, StageDirector 11/17/2003 FirstReh -7
Plan first set construction session SetDesigner TechnicalDirector 11/17/2003 FirstReh -7
Distribute rehearsal schedule CastManager StageDirector, MusicDirector, TechnicalDirector 11/17/2003 Audition 0
List costume needs; get Director's agreement. CostumeDesigner, CostumeConstructionChief StageDirector, TechnicalDirector 11/18/2003 NovBoard 7
Costume measuring CostumeConstructionChief TechnicalDirector 11/24/2003 FirstReh 0
Copy the set design and sketches SetDesigner TechnicalDirector, StageDirector, LightingDesigner 11/24/2003 FirstReh 0
Prepare letter of introduction Chairman, DatabaseManager Producer, TechnicalDirector 11/24/2003 FirstReh 0
Audio SoundDesigner TechnicalDirector, SecondTrombone 11/24/2003 FirstReh 0
Set inventory SetDesigner TechnicalDirector 11/29/2003 FirstSat -7
Specify layout and copy for fire station signs GraphicDesigner Producer, TechnicalDirector 11/29/2003 FirstSat -7
Plan acquisition of set materials SetDesigner TechnicalDirector 11/29/2003 FirstSat -7
First set shopping trip SetDesigner TechnicalDirector 12/1/2003 FirstSat -5
Prepare first draft props list PropsChief StageDirector, TechnicalDirector 12/1/2003 Audition 14
Props design PropsChief TechnicalDirector 12/8/2003 FirstReh 14
Discuss makeup concepts StageDirector MakeupDesigner, TechnicalDirector 12/11/2003 DecBoard 0
Tentative props list to Props Chief StageDirector TechnicalDirector, PropsChief 12/11/2003 DecBoard 0
Costume measuring complete CostumeConstructionChief TechnicalDirector 12/15/2003 FirstReh 21
Prepare final props list PropsChief StageDirector, TechnicalDirector 12/22/2003 FirstReh 28
Costume rental arrangements CostumeConstructionChief TechnicalDirector 1/4/2004 LastPerf -56
Recruit Costume construction crew CostumeConstructionChief TechnicalDirector, CostumeCrew 1/7/2004 JanBoard 0
Recruit Set construction crew SetDesigner TechnicalDirector 1/7/2004 JanBoard 0
Technical staff meeting TechnicalDirector StageDirector, TechnicalStaff 1/7/2004 JanBoard 0
Take photos of special interest groups for publicity Photographer PublicityChief, CostumeDesigner, Producer, TechnicalDirector 1/9/2004 FirstJanReh 7
Submit crew lists for playbill CostumeConstructionChief, HouseManager, LightingDesigner, MakeupDesigner, PlaybillAdChief, PropsChief, PublicityChief, SetDesigner Producer, TechnicalDirector, DatabaseManager 1/11/2004 LastPerf -49
Specify background color for fire station signs. GraphicDesigner Producer, TechnicalDirector 1/11/2004 LastPerf -49
Hat check; costume colors CostumeDesigner, LightingDesigner TechnicalDirector, CostumeConstr.Chief 1/13/2004 LastPerf -47
Recruit Set Painting Crew SetDesigner TechnicalDirector 1/13/2004 LastPerf -47
Makeup inventory MakeupDesigner TechnicalDirector 1/13/2004 LastPerf -47
Props acquisition and construction crew(s) PropsChief TechnicalDirector 1/15/2004 LastPerf -45
Headset check -- where are they? Do they work? StageManager TechnicalDirector 1/15/2004 FirstPerf -36
Check progress of costumes CostumeConstructionChief TechnicalDirector 1/15/2004 FirstPerf -36
Lighting design complete LightingDesigner TechnicalDirector 1/18/2004 LastPerf -42
Collect loaned props from cast members PropsChief TechnicalDirector 1/18/2004 LastPerf -42
Build props PropsChief TechnicalDirector 1/18/2004 LastPerf -42
Cloth inventory at performance space StageManager, LightingDesigner TechnicalDirector 1/19/2004 LastPerf -41
Proof-read biographies for playbill PlaybillLayoutChief StageDirector, MusicDirector, Producer, TechnicalDirector, CostumeDesigner, LightingDesigner, MakeupDesigner, SetDesigner 1/20/2004 LastPerf -40
Technical staff meeting TechnicalDirector TechnicalStaff, StageDirector 1/21/2004 FirstPerf -30
Audio-complete audio design SoundDesigner TechnicalDirector 1/22/2004 LastPerf -38
Arrange cleaning time at theater StageManager TechnicalDirector 1/24/2004 LastPerf -36
Announce: one week until final cut-off for props PropsChief StageDirector, StageManager, TechnicalDirector 1/26/2004 LastPerf -34
Purchase or rent audio supplies SoundDesigner TechnicalDirector, StageManager 1/30/2004 LastPerf -30
Arrange for transportation of set and equipment TechnicalDirector Producer 1/31/2004 LastPerf -29
Costumes almost done, photographer ready CostumeConstructionChief, Photographer TechnicalDirector, Producer 1/31/2004 LastPerf -29
Distribute detailed tech week schedule CastManager StageDirector, MusicDirector, TechnicalDirector 2/2/2004 MonsterSun -13
Expand the props list PropsChief StageDirector, StageManager, TechnicalDirector 2/2/2004 LastPerf -27
Audio and video coordination SoundDesigner TechnicalDirector, VideoChief 2/5/2004 LastPerf -24
Plan put-in schedule TechnicalDirector StageManager, SetDesigner, PropsChief 2/8/2004 LastPerf -21
Pickup rental lighting equipment, gels LightingDesigner TechnicalDirector 2/8/2004 MonsterSun -7
Get names for Certificates DatabaseManager CastManager, TechnicalDirector, Producer, OrchestraManager, GraphicDesigner 2/8/2004 LastPerf -21
Preliminary light cues to Stage Manager LightingDesigner StageManager, TechnicalDirector 2/8/2004 LastPerf -21
Check lighting rental LightingDesigner TechnicalDirector 2/10/2004 LastPerf -19
Clean theater before put-in StageManager TechnicalDirector 2/12/2004 LastPerf -17
Recruit Props Running Crew PropsChief TechnicalDirector, StageManager 2/13/2004 LastPerf -16
Check makeup supplies MakeupDesigner TechnicalDirector 2/13/2004 LastPerf -16
Recruit Light Hanging Crew LightingDesigner TechnicalDirector, StageManager 2/13/2004 LastPerf -16
Acquire Stage Manager supplies StageManager TechnicalDirector 2/13/2004 LastPerf -16
Announce basic props rules to the cast PropsChief TechnicalDirector, StageManager 2/13/2004 LastPerf -16
Recruit Costume Running and strike crews CostumeConstructionChief TechnicalDirector, StageManager 2/13/2004 LastPerf -16
Create 'sign in' sheets for cast and crew CastManager TechnicalDirector, StageManager 2/13/2004 LastPerf -16
Recruit Set Running Crew StageManager TechnicalDirector, SetDesigner 2/13/2004 LastPerf -16
Recruit Makeup Running Crew MakeupDesigner TechnicalDirector, StageManager 2/13/2004 LastPerf -16
Props storage and transportation PropsChief TechnicalDirector, StageManager 2/14/2004 LastPerf -15
Copy the expanded props list PropsChief StageManager, TechnicalDirector 2/14/2004 LastPerf -15
Prepare the props problems sign-up list. PropsChief StageManager, TechnicalDirector 2/14/2004 LastPerf -15
Issue 'back stage conduct' notes to cast and crew StageManager Chairman, TechnicalDirector 2/14/2004 LastPerf -15
Discuss general cues with Director StageManager, LightingDesigner TechnicalDirector, StageDirector 2/14/2004 LastPerf -15
Install audio equipment SoundDesigner TechnicalDirector 2/14/2004 MonsterSun -1
Arrange radio communication with janitors StageManager TechnicalDirector 2/15/2004 LastPerf -14
First pass lighting LightingDesigner TechnicalDirector 2/15/2004 FirstPerf -5
Audio check at auditorium SoundDesigner TechnicalDirector 2/15/2004 MonsterSun 0
Transport and install orchestra wall and pit TechnicalDirector MusicDirector, LightingDesigner 2/15/2004 LastPerf -14
Supervise put-in TechnicalDirector Producer, StageManager, SetDesigner, LightingDesigner 2/15/2004 LastPerf -14
Back stage lights adjusted for spill StageManager TechnicalDirector 2/15/2004 FirstPerf -5
Finish set details SetDesigner TechnicalDirector 2/15/2004 LastPerf -14
Pre-Hang lights LightingDesigner TechnicalDirector 2/15/2004 LastPerf -14
Erect set SetDesigner TechnicalDirector 2/15/2004 LastPerf -14
Assure creature comforts in the lobby HouseManager TechnicalDirector, Producer 2/15/2004 LastPerf -14
Hang lights LightingDesigner TechnicalDirector 2/15/2004 LastPerf -14
Install signs at fire stations PublicityChief Producer, TechnicalDirector 2/16/2004 LastPerf -13
Train assistants and organize supplies MakeupDesigner TechnicalDirector 2/16/2004 MonsterSun 1
Staged company photo at Tuesday dress rehearsal Photographer Producer, TechnicalDirector, StageDirector, LightingDesigner 2/17/2004 FirstPerf -3
Costumes done CostumeConstructionChief TechnicalDirector, CostumeDesigner 2/17/2004 LastPerf -12
Costumes rental finalized CostumeConstructionChief TechnicalDirector 2/17/2004 LastPerf -12
Makeup specials done MakeupDesigner StageDirector, TechnicalDirector 2/17/2004 LastPerf -12
Begin strike planning TechnicalDirector Producer, StageManager 2/19/2004 LastPerf -10
Distribute preliminary strike plan TechnicalDirector Producer, StageManager, LightingDesigner, CostumeDesigner, MakeupDesigner, PropsChief, VideoChief, MusicDirector 2/25/2004 LastPerf -4
Store makeup MakeupDesigner TechnicalDirector 2/29/2004 LastPerf 0
Return props PropsChief TechnicalDirector 2/29/2004 LastPerf 0
Return Savoyard lights LightingDesigner TechnicalDirector 2/29/2004 LastPerf 0
Collect and return costumes CostumeConstructionChief TechnicalDirector 2/29/2004 LastPerf 0
Remove signs at SUMC and fire stations TechnicalDirector Producer 2/29/2004 LastPerf 0
Strike audio equipment SoundDesigner TechnicalDirector 3/1/2004 LastPerf 1
Supervise strike and transportation TechnicalDirector Producer 3/1/2004 LastPerf 1
Return rented lights LightingDesigner TechnicalDirector 3/2/2004 LastPerf 2
Collect technical task lists and comments TechnicalDirector DatabaseManager 3/23/2004 Debrief 0