Technical Director Task List

Last Revised on October 2, 2006

• General Information - fun facts to know/Background Information
• Quick List - a quick list of all tasks that you are responsible for (these may require input from others). Clicking on a task will take you to a more detailed description of that task.
• Task Details - detailed information on each task.
• Tasks assigned to others, but require your input. The person responsible will be named and a link provided to their task list for convenience.
• Reference Documents - forms, documents that have been used in the past. You may find them useful.

General Information

• The Tech Director is a management position as well as being responsible for tasks of their own. See the Hierarachy for a complete list of positions that report to the Tech Director.
• The technical department task lists are written according to the ideal of the "designer manager" as the head of each department -- a single individual with the artistic talent to specify the design, the management skill to direct its execution, and the committed energy to do both. Such persons are rare, and even when such a person is available, it is still not desirable or practical for one person to do all the work of the department. Some departments are likely to require the efforts of dozens of people, some with specialized skills. Thus good management is just as important as good design in achieving the department's goals. Sometimes no single person is available to serve as both designer and manager for a department. In this case, an alternative organization is to recruit an artistically talented person to specify the design and a skilled manager with some technical qualifications to direct both the designer and the execution of the design. These two people must work together well and must understand that the manager is the department head -- the manager is responsible to the rest of the production for the department's activities and for the delegation of items in the task list. In such an organization, the department head must give the designer enough freedom to create a design with artistic integrity. The Sudbury Savoyards expect their designers to participate in the execution of their design whether they manage the department or not. The absentee designer, who delivers a paper design and is never seen again, is not part of our culture.

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.

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Task Details

Recruit Makeup Designer

Recruit Props Chief

Recruit Costume Designer

Recruit Lighting Designer

Recruit Set Designer

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.

Recruit Sound Liaison

Recruit Stage Manager

Get Key to SUMC

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

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.

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).

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
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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.

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.

Special Thanks

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

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.

Return Task List

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

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

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Related Documents:

OVERVIEW
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, SoundLiaison, 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	SoundLiaison	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	SoundLiaison	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	SoundLiaison	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	SoundLiaison	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	SoundLiaison	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	SoundLiaison	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	SoundLiaison	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