It seems like I will be writing this book forever as the role of the stage manager continues to adapt and change to the theatre world around it. I find there are several aspects of the production meetings that need to be addressed.

First of all let me remind everyone about what was written in the section on communications. Stage managers do not have to wear suits and ties. Stage managing is sometimes a dirty job and you don’t want to ruin fragile and sensitive clothing while carting props or laying down floor plans. You should be casually comfortable. Production meetings should be an occasion for looking more professional than times when you know you have to slide about the floor laying tape. Soft soled shoes are more appropriate to the rehearsal process as they allow you to move quietly while boots may be more appropriate to the scene shop. Dress the role. Remember, stage managers are an integral process to the successful run of any production. You should make sure you dress appropriate to the importance of the job you serve.

Agendas

For production meetings you should prepare an agenda. The information is culled from various sources. If you're already in production then the report will come from various areas. You should send out a call for agenda items a day or two in advance of the production meeting asking for topics that need discussion. If it's the first production meeting then there is a lot to discuss.

The Meeting Agenda in Detail

There is no set order in which to layout your production meeting agenda. If it is the first production meeting I would probably start something like this.

Name of Production

Production Meeting Agenda

Date (today's date)

I. Introductions and Comments

II. Calendar Events

III. Departmental Issues

a. Scenery/Paints/Props

b. Costumes

c. Lighting

d. Sound

e. Projections

IV. Marketing Publicity

V. Front of House

VI. Management

Especially if this is the first meeting I am going to provide a roughed in contact sheet to pass around in case I have something wrong or there are people I am not full aware of yet. We over staff our departments all the time so it's possible I may not have the assistant to the assistant of someone who was invited to the production meeting. Most importantly I'm going to give everyone a hard copy of the calendar and work through the entire thing updating along the way. If it is the first production meeting make sure you've allowed for enough time as it can run quite long when you're working through all the issues that lead up to first rehearsal.

If you are beyond the conceptual phase of meetings where you are still discussing look and story, you should try to include as many scenic drawings that are available. It's unlikely that in the overall time line for each individual department that you will have much from the lighting designer and sound designer at your first meetings. There time line to completion is different than scenery and costumes where shops might start building long before the need to load in lights and sound.

After first rehearsal I'll often drop the calendar section to the bottom of the list as just a reminder of what's coming up.

Depending on your level of expertise you might not have personnel there for Marketing or Front of House. Indeed, if you are reading this my assumption is that you're just beginning your career and are looking for additional support along the way. Use the above as a guide and make sensible decisions for yourself along the way.

Also, Universities have tendencies to try to codify everything. It's not always necessary to have a weekly meeting and for small, simple productions I'll often cancel ones that are unnecessary.