Revised 10/8/07
(Adapted from Kansas City Rep)

Deadlines

Maintaining the deadline schedule is extremely important. The deadlines are not arbitrary dates but chosen to give appropriate time for both creative development and physical execution. Dates are chosen carefully to coincide with availability of staff, space and equipment. Directors and set designers should pay special attention to dates involving props, as these are most often neglected.
After careful examination, we have discovered that missed deadlines are among the most serious problems affecting the quality and cost-effectiveness of production. Since so many factors beyond any individual’s control affect the progress of meeting deadlines, the Production Faculty will make regular contact to monitor progress and provide information to help the creative team.

Definitions

Set and Costume Realized Concept: By this date the designers should submit complete sketches and/or other materials (preliminary models, collages etc.) and rough groundplans; what ever is appropriate to each design area.
Designers should vet their design work through their advisors and then provide copies of the appropriate design work to the director, other designers, and the production technical director.  A meeting will be scheduled for the production team to discuss the design and to provide collaborative input.
Any significant feedback or concerns both concept and resource related should be communicated back to the designer within one week of the previous described meeting to allow for the preparation of the prelim designs.   A meeting will be scheduled for this purpose.

Scenery Prelim (Estimate Drawings) Due: By this date all finished renderings or models should be received, as well as sketches, groundplans, sections, and drafted scale elevations as well as research for props, furniture and specialty items. In the case of white models, color and surface information must be provided. Designers should vet their design work through their advisors and then provide copies of the appropriate design work to the director, other designers, and the production technical director.  A meeting will be scheduled for the production team to discuss the design and to provide collaborative input.  The production technical director will respond to the designer with revised written cost estimates within five working days.  All necessary information must be exchanged within five days of receipt to permit the preparation of final design drawings.  A meeting will be scheduled for this purpose.

Final Set Drawings Due: By this date all revised renderings or models should be received.  Final groundplans, sections, drafted scale elevations, detail plates, and research for props, furniture and specialty items along with complete paint elevations are due at this time.  The final renderings, models, scenery elevations, and paint elevations must be completely detailed to communicate the designer’s wishes.  All units to be built, found or altered must be represented at the final drawings due date. These items must be listed in a complete list of scenic items as well as represented in the final drawings.  Designers should vet their design work through their advisors and see the School of Theatre Technical director for final distribution of their design work.  

The scenic and costume designers should present their finished designs to the production faculty at the production faculty meeting scheduled nearest to the design deadlines.

NOTE:  A final design is not considered complete until it has been deemed feasible and affordable by the appropriate department head.  If design changes are required, the production’s Technical Director will provide written cost estimates to the designer within three days.

Prop Drawings Due:  By this date all prop items to be built, found or altered must be represented in electronic or paper form.  Information provided for built or altered items should include a color elevation and/or paint sample. Upholstered furniture and drapery information should include a fabric swatch or ordering information to help facilitate acquisition of the material. Work should be able to commence from the information provided.

Prop List Due: By this date the stage manager, with consultation from the director and scene designer, will submit the revised specified prop list.

Technical Drawings Due: By this date all technical drafting should be received.  Final drawings of groundplans, sections, construction elevations, soft goods, detail plates and a line set schedule are due at this time.  The TD will provide two collated hard copies of all plates to the Scene Shop Supervisor.  Although Motion Control and/or automation will be included in technical drawings by default, one plate of drafting will detail and explain the need for these in writing.  Included on this plate will be a basic layout of control stations, cable runs and their relation to the space and set within it.

Costume Renderings Due: By this date the costume designer will submit finished color renderings and/or complete fabric swatches.  The renderings/sketches must be detailed enough to allow work to begin in costume crafts and wig departments as well.  Designers should vet their design work through their advisors and then provide copies of sketches to the director and the costume shop. When possible, a meeting will be scheduled for this purpose.
The scenic and costume designers should present their finished designs to the production faculty at the Production Faculty meeting scheduled nearest to the design deadlines.

NOTE:  The School of Theatre requires either full color costume renderings or all sketches to be fully swatched.  Information for Crafts and Wigs is also required at this time.

Fabric and Trim Due: All costume fabric and trim material is due in the costume shop on this date.

Light Plot Due:  A complete light plot with color and a channel hookup is due on this date.  Any additional equipment that is likely to have an impact on storage or staging should be clearly noted on the light plot and shared with the scenic designer, stage manager, and director.  When possible, this should be included in the groundplan in coordination with the scenic designer.

Designers should vet their design work through their advisors and then provide copies of the light plot and paperwork to the master electrician and Lighting Supervisor.  A meeting will be scheduled for this purpose.

Sound Plot Due:  A complete package of sound design paperwork including, but not limited to an IN/OUT listing, one-line, block diagram, equipment list and a preliminary cue sheet delivered to the head of the sound design program and the audio engineer for the particular show.  In addition to this package, a groundplan marking desired locations of all speakers are due on this date. Any additional equipment that is likely to have an impact on storage or staging should be clearly noted on the sound plot and shared with the scenic designer, stage manager, and director.  When possible, this should be included in the groundplan in coordination with the scenic designer.

Last Day to Add: This is the last day to request changes or additions in scenery, costumes or props with any hope of delivery at first tech. 

We know and expect that there will be requests for changes and additions up to opening and we will do our best to accommodate any and all needs. However, all labor and cost resources will already have been allotted, and making a major change or addition means that something else already in process (perhaps for your show; perhaps for someone else) may not be completed. Please realize there may have to be a compromise and you will have to prioritize completion of what is already planned with the completion of the additions being requested.