Production Process
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A Play Selection Advisory Committee (PSAC) will be comprised of representatives from faculty, students, and staff.
Two student representatives will be selected from student elections each fall, preferably in late September or early October. It is recommended that one rising junior theater major and one rising sophomore theater major should be elected.
The PSAC will convene in late October. At that time play suggestions will be solicited from the student body, faculty and staff, colleagues in music, and guest artists.
All plays on the table for selection should be collected before Christmas break, so committee members can have time to read and consider.
A prospective season should be chosen by mid-February. Initial rights inquiries should be made prior to this meeting.
A Town Hall will be held with the students and scripts will be made available for perusal at that time.
Every other season a musical will be included in the season offerings. Music faculty will be consulted regarding the musical selection.
Final selection will consider the following:
Educational value
Diversity in playwright’s voices, subject matter, and casting
Social/political/cultural relevance
Literary/artistic quality
Community engagement
Balance and variety in genre, style, and period
Performance and design opportunities/challenges for students
Senior capstone needs
Production scope/cost/time considerations
University and PFA calendar schedule
Special production needs, including (but not limited to): Intimacy, Violence, High risk physicality
Availability of resources and appropriate equipment
Need to contract specialists / guest artists
The Season will be publicly announced no later than the final week of spring term.
Technical support, design assignments and possible guest artists will be considered during the final selection process.
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Audition Process
Personnel: Director, Stage Manager & Producer
Preparation: (Producer): Production schedule draft; (Director): A brief description of the play, A pdf of the play (if possible), Character descriptions (pronouns, sexuality, race, ethnicity, religion, disability, etc.), Physical skills needed, A brief description of your audition and production process, Any content or intimacy disclosures (general and specific to each character), Any audition materials you intend to use, An overview of rehearsal dates/times, tech dates/times, and performance dates/times.
Process: The director, SM, and producer will discuss the audition process and prepare an audition announcement, registration, and form for the producer to distribute.
General Auditions (Monday and/or Tuesday)
Personnel: Director, Stage Manager, Potential Performers
Preparation: (Director): Prepare any audition materials, Review audition/casting needs and policies; (Stage Manager): Review audition registration, Prepare audition space, Prepare spare audition announcements and forms. (Potential Performers) Prepare audition materials.
Process: The director will audition potential collaborators and create a callback list for the Stage Manager to distribute.
Callback Auditions (Wednesday and/or Thursday)
Personnel: Director, Stage Manager, Potential Performers
Preparation: (Director) Prepare any callback audition materials, Review audition/casting needs and policies; (Stage Manager) Prepare callback schedule. Communicate schedule with performers; Prepare audition space. (Potential Performers) Prepare callback materials.
Process: The director will audition potential collaborators and create a potential cast list (with alternates) for the casting meeting.
Casting/Role Assignment Meeting (Thursday or Friday)
Personnel: Director, Stage Manager, Producer, Production Assignment Coordinator
Preparation: (Director) Potential cast list with alternates; (Stage Manager) Conflicts list; (Production Assignment Coordinator) Student practicum information
Process: The director, production assignment coordinator, and producer will work together to finalize a cast list and production assignments.
Role Offers (Friday or Saturday)
Personnel: Director & Production Assignment Coordinator
Preparation: (Director) Cast list, Rehearsal/Performance information (Stage Manager) Conflicts list (Production Assignment Coordinator) Production assignments
Process: The director and production assignment coordinator will offer performance and production roles. These offers should include as much information about the commitment and process as possible.
CASTING CONSIDERATIONS
University of Portland Theater is actively working towards identity-conscious and ethnoculturally competent theatre and we encourage performers of all ethnicities, gender identities, body types, abilities, and experience to audition.
Directors consider a variety of factors during the casting process. These factors include: availability, experience, physical abilities, relationship to other auditioners. Casting is complex and each casting decision may affect a number of other choices. We understand that there may be disappointment in the casting process. If you have any questions about this process or would like to discuss your audition, please reach out to the directors for feedback.
As an educational theatre program, every student opportunity is important. You have paid to attend a private university and one of the things we believe you are buying is the opportunity to gain a breadth of experience. For that reason, the directors, both faculty and students, are reminded of the necessity of maintaining a balance to casting. The Generalist philosophy of the program is such that the student who may be on stage in one production may well be backstage or in the light booth for the next. Your onstage opportunities will be there, but also realize that others must have their chance in the spotlight as well. The attempt to balance opportunities may affect casting.
We believe that every role is a valuable chance to learn and we encourage to take every advantage of all opportunities. You have no way of knowing where they may lead.
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PRE PRODUCTION
9 Weeks Before Opening: Play Discussion
Personnel: Artistic team, All program invited
Preparation: Read play prior.
Process: A discussion of ideas, themes, and relevancy.
8 Weeks Before Opening: Ideas/Dreams Meeting
Personnel: Required - Artistic team
Preparation: Thoughtful consideration of the play.
Process: Collective idea sharing and generation session about the possibilities of the production.
7 Weeks Before Opening: Preliminary Designs
Personnel: Artistic team
Preparation: (Designers) Prepare preliminary sketches/outlines; (Director) Reread the play. Prepare additional research.
Process: Preliminary designs/sketches are shared and discussed.
6 Weeks Before Opening: Design Meeting and Cost Out/Priorities
Design Meeting
Personnel: Artistic team
Preparation: Costume – Renderings; Lights – Renderings and research; Projection – Images; Properties – Prop list and research; Scenic – Ground plan, renderings; Sound – Sample sound cues; Director – Additional research, rehearsal schedule draft
Process: Artistic team will share and discuss presentations.
Cost Out/Priorities
Personnel: Artistic Team, Shop Managers, Producer
Preparation: Shops – Estimate build costs.
Process: Shops will give their build estimates and the team will set production priorities.
5 Weeks Before Opening
Production Meeting
Personnel: Production team
Preparation: (Director)Final cast list; (Production Assignment Coordinator) Final assignment list; (Producer) Agenda, budget, schedule
Process: The production team will meet to review progress and discuss any challenges.
REHEARSALS AND BUILD
4 Weeks Before Opening: Company Meeting/First Rehearsal; Measurements
Company Meeting/First Rehearsal
Personnel: All personnel attached to the project.
Preparation: Director – Land acknowledgment, agenda; Costume – Final presentation (renderings, swatches), plot, build/shopping lists; Intimacy – Placeholder, self-care cue, boundary practice, deroleing; Lighting – Final presentation; Projection – Images; Properties – Updated prop list, research; Scenic – Final presentations (renderings, ground plan, elevations), build lists; Sound – Sound cue plot, first draft of sound cues; Dramaturgy – dramaturgy presentation; Stage Management – Tape out set (as needed)
Process: The company will meet, share presentations, and establish consent tools.
Measurements
Personnel – All performers, Costume Designer, Costume Shop Manager
Preparation: Performers – Wear appropriate garments for measuring; Costume Designer/Shop – Review instructional touch policies.
Process: Performers will be measured for their costumes.
Production Meeting (Process as above)
3 Weeks Before Opening: Rehearsals, Design Deadlines
Deadlines (by start of week): Costume – Rehearsal pieces; Properties – Rehearsal props; Scenic – Rehearsal furniture; Sound – Second draft cues
Production Meeting (Process as above)
2 Weeks Before Opening: Rehearsals, Designer Run
Deadlines (by start of week): Cast – Offbook (at least two days prior to Designer Run); Costume - First Fittings
Designer Run (with Photographer);
Personnel: Cast, Designers, Director, Stage Management
Preparation: Cast/Director – Offbook (two days prior), majority of staging completed
Process: The cast will do a full run of the play with the designers present. The run will be followed by a designer meeting.
Production Meeting (Process as above)
TECHNICAL REHEARSALS
1 Week Before Opening: Final rehearsals, Paper Tech, Looks & Levels, Q2Q
Deadlines: Costume – Final fittings, final footwear/pieces; Director – No rehearsal in theater Thursday or Friday this week.; Lighting – Light plot (by Monday), hang (Wednesday), focus (Thursday), programming (Friday); Producer – List of students to Provost’s office; Production Assignment Coordinator – Final list, Pre-Q2Q training; Projection – Projection plot; Properties – Final props; Sound – Speaker plot (by Monday), Pre/Int/Post cues; Scenic – Paint deadline (Friday); Music – Sitz (as needed)
Paper Tech
Personnel: Director, Lighting Designer, Sound Designer, Projection Designer, Stage Manager, Costume (as needed), Producer
Preparation: Lighting – Cue list; Projection – Cue list; Sound – Cue list; SM – Shift list
Process: The team will work through the script page by page to make a preliminary plan for when all cues will be called.
Production Meeting (Process as above)
Looks & Levels
Personnel: Director, Lighting/Sound/Projection Designers, Stage Management, Board Ops
Preparation: Lighting – Draft cues programmed; Sound – Cues loaded; Projection – Cues loaded; Stage Management – Prompt book ready
Process: At looks and levels, the team will review at any significant lighting/sound/projection moments and set initial levels.
Q2Q
Personnel: All necessary production team members.
Preparation: Cast – If not in costume, wear similarly colored clothing.
Process: At this rehearsal, the stage manager will coordinate with the director, designers, cast, and technicians to integrate all of the technical elements of the production. The goal is to establish a solid draft of the procedures that will be finessed in later rehearsals.
Week of Opening Tech, Dress Rehearsals, Performances
Wet Tech
Process: During Wet Tech, the team will attempt a full run of the play with all technical elements (excluding costume, hair, and makeup). Adjustments will be made throughout the run. A designer meeting will directly follow this run.
First Dress
Process: During First Dress, the team will do a full run of the play with all technical elements and costumes. Hair and makeup will not be used. A designer meeting will directly follow this run.
Full Dress
Process: During Full Dress, the team will attempt a full run of the play with all technical elements including costume, hair, and makeup. A designer meeting will directly follow this run.
Final Dress (with Photographer)
Process: During Full Dress, the team will attempt a full run of the play with all technical elements including costume, hair, and makeup. A designer meeting will directly follow this run.
PERFORMANCES
Opening, Saturday: Garaventa Center Event, Closing, Strike
POST PRODUCTION
Week After Closing: Postmortem
Preparation: Producer – prepare/distribute postmortem survey; Company – complete postmortem survey
Process: During the postmortem meeting, the company will reflect on the process and offer feedback about the successes and challenges of the work.
-
PRE PRODUCTION
10 Weeks Before Opening: Play Discussion
Personnel: Artistic team, All program invited
Preparation: Read play prior.
Process: A discussion of ideas, themes, and relevancy.
9 Weeks Before Opening: Ideas/Dreams Meeting
Personnel: Required - Artistic team
Preparation: Thoughtful consideration of the play.
Process: Collective idea sharing and generation session about the possibilities of the production.
8 Weeks Before Opening: Preliminary Designs
Personnel: Artistic team
Preparation: (Designers) Prepare preliminary sketches/outlines; (Director) Reread the play. Prepare additional research.
Process: Preliminary designs/sketches are shared and discussed.
7 Weeks Before Opening: Design Meeting and Cost Out/Priorities
Design Meeting
Personnel: Artistic team
Preparation: Costume – Renderings; Lights – Renderings and research; Projection – Images; Properties – Prop list and research; Scenic – Ground plan, renderings; Sound – Sample sound cues; Director – Additional research, rehearsal schedule draft
Process: Artistic team will share and discuss presentations.
Cost Out/Priorities
Personnel: Artistic Team, Shop Managers, Producer
Preparation: Shops – Estimate build costs.
Process: Shops will give their build estimates and the team will set production priorities.
6 Weeks Before Opening
Production Meeting
Personnel: Production team
Preparation: (Director)Final cast list; (Production Assignment Coordinator) Final assignment list; (Producer) Agenda, budget, schedule
Process: The production team will meet to review progress and discuss any challenges.
REHEARSALS AND BUILD
5 Weeks Before Opening: Company Meeting/First Rehearsal; Measurements
Company Meeting/First Rehearsal
Personnel: All personnel attached to the project.
Preparation: Director – Land acknowledgment, agenda; Costume – Final presentation (renderings, swatches), plot, build/shopping lists; Intimacy – Placeholder, self-care cue, boundary practice, deroleing; Lighting – Final presentation; Projection – Images; Properties – Updated prop list, research; Scenic – Final presentations (renderings, ground plan, elevations), build lists; Sound – Sound cue plot, first draft of sound cues; Dramaturgy – dramaturgy presentation; Stage Management – Tape out set (as needed)
Process: The company will meet, share presentations, and establish consent tools.
Measurements
Personnel – All performers, Costume Designer, Costume Shop Manager
Preparation: Performers – Wear appropriate garments for measuring; Costume Designer/Shop – Review instructional touch policies.
Process: Performers will be measured for their costumes.
Production Meeting (Process as above)
4 Weeks Before Opening: Rehearsals, Design Deadlines
Deadlines (by start of week): Costume – Rehearsal pieces; Properties – Rehearsal props; Scenic – Rehearsal furniture; Sound – Second draft cues
Production Meeting (Process as above)
3 Weeks Before Opening: Rehearsals
Production Meeting (Process as above)
2 Weeks Before Opening: Rehearsals, Designer Run
Deadlines (by start of week): Cast – Offbook (at least two days prior to Designer Run); Costume - First Fittings
Designer Run (with Photographer);
Personnel: Cast, Designers, Director, Stage Management
Preparation: Cast/Director – Offbook (two days prior), majority of staging completed
Process: The cast will do a full run of the play with the designers present. The run will be followed by a designer meeting.
Production Meeting (Process as above)
TECHNICAL REHEARSALS
1 Week Before Opening: Final rehearsals, Paper Tech, Looks & Levels, Q2Q
Deadlines: Costume – Final fittings, final footwear/pieces; Director – No rehearsal in theater Thursday or Friday this week.; Lighting – Light plot (by Monday), hang (Wednesday), focus (Thursday), programming (Friday); Producer – List of students to Provost’s office; Production Assignment Coordinator – Final list, Pre-Q2Q training; Projection – Projection plot; Properties – Final props; Sound – Speaker plot (by Monday), Pre/Int/Post cues; Scenic – Paint deadline (Friday); Music – Sitz (as needed)
Paper Tech
Personnel: Director, Lighting Designer, Sound Designer, Projection Designer, Stage Manager, Costume (as needed), Producer
Preparation: Lighting – Cue list; Projection – Cue list; Sound – Cue list; SM – Shift list
Process: The team will work through the script page by page to make a preliminary plan for when all cues will be called.
Production Meeting (Process as above)
Looks & Levels
Personnel: Director, Lighting/Sound/Projection Designers, Stage Management, Board Ops
Preparation: Lighting – Draft cues programmed; Sound – Cues loaded; Projection – Cues loaded; Stage Management – Prompt book ready
Process: At looks and levels, the team will review at any significant lighting/sound/projection moments and set initial levels.
Q2Q
Personnel: All necessary production team members.
Preparation: Cast – If not in costume, wear similarly colored clothing.
Process: At this rehearsal, the stage manager will coordinate with the director, designers, cast, and technicians to integrate all of the technical elements of the production. The goal is to establish a solid draft of the procedures that will be finessed in later rehearsals.
Week of Opening Tech, Dress Rehearsals, Performances
Wet Tech
Process: During Wet Tech, the team will attempt a full run of the play with all technical elements (excluding costume, hair, and makeup). Adjustments will be made throughout the run. A designer meeting will directly follow this run.
First Dress
Process: During First Dress, the team will do a full run of the play with all technical elements and costumes. Hair and makeup will not be used. A designer meeting will directly follow this run.
Full Dress
Process: During Full Dress, the team will attempt a full run of the play with all technical elements including costume, hair, and makeup. A designer meeting will directly follow this run.
Final Dress (with Photographer)
Process: During Full Dress, the team will attempt a full run of the play with all technical elements including costume, hair, and makeup. A designer meeting will directly follow this run.
PERFORMANCES
Opening, Saturday: Garaventa Center Event, Closing, Strike
POST PRODUCTION
Week After Closing: Postmortem
Preparation: Producer – prepare/distribute postmortem survey; Company – complete postmortem survey
Process: During the postmortem meeting, the company will reflect on the process and offer feedback about the successes and challenges of the work.