Every task a stage manager owns from the first read-through to strike — six phases, sixty checkpoints, and a place for everything. Use it as a printable reference, or let StageManager run it for you.
Built for school, community, and regional stage managers running shows with limited time and budget.
The six phases of a production
Print this, tape it inside your prompt book, or replace the spreadsheet entirely — StageManager turns each line into a real task, RSVP, or reminder for your team.
1. Pre-Production
Set the foundation before the first rehearsal — paperwork, people, and plan in place.
Read and annotate the script; build a scene/character breakdown
Confirm production calendar: auditions, rehearsals, tech, performances, strike
Lock the rehearsal & venue schedule with the director and producer
Collect contact info, conflicts, and emergency contacts for every cast & crew member
Create the prompt book (script, blocking pages, cue sheets, sign-in sheets)
Distribute audition packets and casting notices
Confirm production team: ASMs, designers, run crew, FOH
Set up communication channels (group chat, email list, shared calendar)
2. Auditions & Casting
Run a fair, organized audition that gives the director the information they need.
Prepare audition sides, scorecards, and sign-in sheet
Track auditioners, callbacks, and director's scores
Schedule callbacks and confirm cast availability
Issue cast list, contracts/permission slips, and welcome packet
Hold first read-through; collect signed paperwork
3. Rehearsals
Keep rehearsals on time, on book, and well-documented.
Publish the weekly rehearsal schedule and confirm attendance
Set up the rehearsal room: tape ground plan, place props, set chairs
Run sign-in; track tardies and absences
Record blocking, line notes, and director's adjustments in the prompt book
Issue daily rehearsal reports to designers, producers, and director
Track props, costumes, and scenic needs as they evolve
Coordinate music, dance, and fight calls with appropriate leads
Schedule and run production meetings; distribute notes after each
4. Tech Week
Bring lights, sound, set, costumes, and cast together without losing your mind.
Finalize the cue sheet: lighting, sound, fly, automation, projections
Hold paper tech with designers before the first cue-to-cue
Run cue-to-cue / dry tech with the design team
Wet tech with cast in costume and props as ready
Dress rehearsals: full run with all elements, photo call as scheduled
Update prompt book with final cue placements and standby cues
Confirm preset checklist and pre-show timing with run crew
Issue tech rehearsal reports each night
5. Performances
You're calling the show now — the goal is consistency, safety, and care.
Open the house at the scheduled time; confirm FOH is ready
Run pre-show checks: props preset, costume check, fight call, mic check
Call places, hold for late seating per house policy
Call the show from the prompt book: warnings, standbys, GOs
Track audience count, run time, and any incidents in the performance report
Send the performance report to the production team that night
Reset for the next performance; coordinate any maintenance
Hold understudy or put-in rehearsals as needed
6. Strike & Wrap
Close the show cleanly so the next production starts on the right foot.
Lead strike: scenic, lighting, sound, costumes, props returned or stored
Return rentals and borrowed items; settle outstanding invoices
Archive the prompt book, reports, cue sheets, and contact lists
Run the post-mortem with director, designers, and crew leads
Send thank-yous to cast, crew, volunteers, donors, and venue staff
Submit final hour logs, expense reports, and production report
Capture lessons learned for the next show
Stop tracking this in spreadsheets
Every line on this checklist maps to something StageManager already does — auditions and scorecards, rehearsal schedules with RSVPs, prompt-book scenes and run lists, daily reports, hour logs, expense tracking, and group messaging.
Rehearsal & performance schedule with one-tap RSVPs
Scene list, run list, sound, and lighting cues in one prompt book
Auditions and callback scorecards
Hour logs and expense reports with approvals
Group, shift, and event messaging with notifications