Free Checklist

The Stage Manager's Production Checklist

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