Design Meetings

Design meetings are when the Director and PSM meets with their design team to discuss the direction, look, sound, and feel of the production. It is also a time to ensure proper communication is happening between the design team (designers) and the production team (Director and PSM).

The Director will call Design Meetings. The PSM will act as the scribe for these meetings, keeping notes and deadlines for the use of the Director as needed.

During this time frame, the PSM works with the Director to create the following:

1. Meeting Notes
2. Production Checklist
3. Complete Contact sheet
   1. This will include names and contact information for all volunteers that have any hand in creating/acting in/supporting the production
4. Scene Breakdown List
5. Preliminary Props List
6. Preliminary Sound List
7. Preliminary Master Cue Sheet
8. Design Schedules (deadlines/due dates)
9. Build Schedules
10. Master Schedule

1. Initial sketch
2. Set design diagram(s) with dimensions
   1. Both a top down view and a straight on view of the stage and house
   2. Also includes wings

1. Throw Plot
2. Light Bar Plot
3. Initial Light Cue List
4. Script with Cue locations

1. Initial Sound FX List
2. Initial Sound Cue List
3. Script with Cue Locations
4. Pre Show music list
5. Pre Show Announcement list

1. Initial/final costume list
2. Initial Costume concept Sketches/Images (aka: vision board)
3. Measurement Sheets
4. Final Character Sketches

1. Initial Prop List
2. Initial Prop concept Sketches/Images
3. Refined Prop List
4. Initial Flow Chart (Props Action Template)

1. Marketing Plan
2. Marketing Schedule
3. Media Day Schedule
4. Audition Poster
5. Show Poster

1. Choreography plot

1. Choreography plot

There should be a minimum of four meetings.

The first meeting is where Director and PSM meets with their designers for the first time. The Director will explain their vision for the show for each aspect. They may choose any method for this.

The second meeting is when the designers will bring their preliminary designs. This will be a back and forth discussion between the Director and the designers where they show their ideas, and the Director tweaks or approves as needed.

This should be a final approval of each design from the designers. Once the Director approves their designs, the designers should begin working with the builders/fabricators. Ideally, this meeting should happen shortly after Onboarding. timing correct?

The fourth meeting will be to shore up any loose ends or missing items. There may be subsequent meetings called by the Director for the same reason or for any major changes that need to be made.