Production countdown — 24 weeks (pre-production) to openingEasyStagecraft Module 2 · pre-production milestone checklist · what gets done when, from show-selection to opening night, so opening night is boring · tag colours = which framework you're operating from
How to use. Print double-sided. Stick on the inside of the production office door. Tick boxes weekly at the Friday afternoon PM/SM coffee. Anything not ticked at the deadline is the conversation for next Monday's HOD stand-up — not a surprise on opening night. Tag legend: CREATIVECOMPLIANCEBUDGETTECHCOMMSCREW
24 WEEKS OUT Show selection + feasibility
CreativeShortlist 2–3 titles · check the show actually fits this cohort (vocal range, cast size, age-appropriate content) before you fall in love with one
ComplianceGrand rights AVAILABLE confirmed in writing for your dates — some titles are restricted near pro tours · do not announce a title until this is clear
TechVenue + performance dates locked — own hall or external hire — and the build/bump-in window held in the school calendar
BudgetRough budget feasibility — back-of-envelope rights + venue + production cost vs realistic ticket income · is this show solvent?
ComplianceIn-principle principal approval to proceed to planning — verbal is fine here, the formal Approval Pack comes at week 8
CommsHold-the-date sent to staff calendar — clash-check exams, camps, other faculty events before anything is public
20 WEEKS OUT Rights paid + creative team
ComplianceGrand rights SECURED + PAID (MTI / Hal Leonard / equivalent) · licence agreement filed — this is the point of no return, you now have a title
CrewCreative team confirmed + briefed — director, musical director, choreographer, and lead designers (set / LX / SX / costume) · who's doing what is written down
BudgetBudget draft v1 — first real line-by-line · rights now actual, everything else estimated · principal sees the number
ComplianceWWCC verification log opened for every adult joining the creative team — start it now, not at audition week
CommsProduction calendar published to staff + families — high-level dates only · parents organise their lives months out (Phase 1 lesson: never drop comms because "it's far away")
16 WEEKS OUT Concept + design briefs
CreativeDirector's concept locked + circulated — including any SFX / pyro / haze intentions, so compliance has the full picture from day one
CreativeDesign briefs issued to each department — set, LX, SX, costume — each working from the same locked concept, not their own version
ComplianceProduction Approval Pack drafting begins — risk profile, budget, compliance, calendar assembling now so the week-8 submission is a review, not a scramble
CommsMarketing plan agreed — on-sale date, channels, programme + ad-sales approach (Module 5) · QR + ticketing platform chosen
CommsAudition dates set + advertised — cast call out to the cohort with what to prepare and dates to hold
12 WEEKS OUT Auditions + cast announced
CreativeAuditions held — panel notes captured · callbacks scheduled if needed
CreativeCast list decided + announced — in person to cast first, written to parents within 24h · understudy / ensemble allocations clear
CrewRehearsal schedule drafted — published as the calendar everyone works to · the calendar is the contract (Phase 2 lesson: hold the line on "just one more rehearsal")
CrewProduction meetings begin — fortnightly now, moving to weekly 1-hour all-stakeholder from 6 weeks out (Module 2 cadence)
TechVenue tech + key contractors enquired — lighting / sound / set hire enquiries out early so quotes are in hand well before build
10 WEEKS OUT Designs final + build starts
CreativeDesigns finalised across all departments — set, LX plot drafted, SX stack, costume · enough detail to cost and build from
TechSet build + wardrobe sourcing begins — workshop SWMS in place before any student touches a tool · long-lead hires / fabric ordered now
CreativeScores + scripts distributed to cast + band — first read-through / sing-through scheduled · music in hands early