Producers' Checklist Last Updated by dh 08.11.2019
ASAP [ ] Establish number of performances and show dates.
ASAP [ ] Place ‘available’ show information on website.
Include:- Show title, Author, Plot taster, Graphic, Dates, Start times, Doors open, Venue, Post code,
Parking (Co-op?) advice, Price(s), Food, Drink, Web address, BDS logo, Seating plan, Contact number,
Ticket availability date, Box Office ‘TBA’ until tickets become available.
ASAP [ ] Draft a schedule of Rehearsal & Set build dates for venue and publish in ‘Directors Page’.
ASAP [ ] Determine possible free ticket allocation.
ASAP [ ] Determine a food/drink acquisition policy & estimated costs.
ASAP [ ] Produce an estimated show Budget. Get approval.
ASAP [ ] Pay performance Royalties & consider photography licence (See script for details)
ASAP [ ] Apply for Temporary Event Notice (TEN) from EHDC.
ASAP [ ] Consider Child’s Performance Licence from HCC Children’s Services.
ASAP [ ] Arrange meetings for planning set-build & catering.
ASAP [ ] Assign/delegate jobs and publish in BDS Website’
Director, Producer, FOH, Lighting, Sound, Bar, Waiters, Stage Manager, Backstage Crew, Set Build, Props, Wardrobe, Makeup, Marketing
ASAP [ ] Assign a ‘physical’ Box Office.
ASAP [ ] Create advertising artwork suitable for BDS Website, Posters, Flyers, Buntingford Journal and
for E-mailing to members/friends. (Check coloured artwork works for B/W applications)
ASAP [ ] Consider a BDS presence at forthcoming Buntingford activities,
e.g. Christmas Fayre, Car Festival, Carnival etc.
Also ensure
New/revised show information is included on the BDS Website as soon as possible.
All involved have latest schedule of dates & times.
A rapid response to customer queries.
BDS members are informed of the Props shortfall list
ASAP [ ] Establish number of performances and show dates.
ASAP [ ] Place ‘available’ show information on website.
Include:- Show title, Author, Plot taster, Graphic, Dates, Start times, Doors open, Venue, Post code,
Parking (Co-op?) advice, Price(s), Food, Drink, Web address, BDS logo, Seating plan, Contact number,
Ticket availability date, Box Office ‘TBA’ until tickets become available.
ASAP [ ] Draft a schedule of Rehearsal & Set build dates for venue and publish in ‘Directors Page’.
ASAP [ ] Determine possible free ticket allocation.
ASAP [ ] Determine a food/drink acquisition policy & estimated costs.
ASAP [ ] Produce an estimated show Budget. Get approval.
ASAP [ ] Pay performance Royalties & consider photography licence (See script for details)
ASAP [ ] Apply for Temporary Event Notice (TEN) from EHDC.
ASAP [ ] Consider Child’s Performance Licence from HCC Children’s Services.
ASAP [ ] Arrange meetings for planning set-build & catering.
ASAP [ ] Assign/delegate jobs and publish in BDS Website’
Director, Producer, FOH, Lighting, Sound, Bar, Waiters, Stage Manager, Backstage Crew, Set Build, Props, Wardrobe, Makeup, Marketing
ASAP [ ] Assign a ‘physical’ Box Office.
ASAP [ ] Create advertising artwork suitable for BDS Website, Posters, Flyers, Buntingford Journal and
for E-mailing to members/friends. (Check coloured artwork works for B/W applications)
ASAP [ ] Consider a BDS presence at forthcoming Buntingford activities,
e.g. Christmas Fayre, Car Festival, Carnival etc.
Also ensure
New/revised show information is included on the BDS Website as soon as possible.
All involved have latest schedule of dates & times.
A rapid response to customer queries.
BDS members are informed of the Props shortfall list
Consider/modify content and timings of the following proposed schedule.
-10 weeks [ ] Provide ‘Buntingford Journal’ (issued monthly except January & August) with (.jpg) artwork during
the first half of every month prior to the last show date.
-9 weeks [ ] Confirm availability of co-op car park.
[ ] Design ‘website generated’ tickets. (BDS logo, Show name, author, venue, location, post code, parking
advice, seat number, Show date, Start time, Doors open time, contact details, web site address)
-8 weeks [ ] Make on-line & Box Office ticket sales available.
[ ] Update ‘Web Site’ to include Box Office detail.
[ ] E-mail poster (& blurb?) to past & present BDS members & mailing list. (for friends/family etc.)
[ ] Submit entry for Buntingford.com
[ ] Place £20(?) advert in ‘The Diary’ (600 issued free to
Barley, Barkway, Reed, Buckland, Chipping, Nuthampstead and Newsells. Contact diary@bandoodle.co.uk)
[ ] Update ‘Buntingford’ related databases, newspapers and reference sites as appropriate.
-7 weeks [ ] A2 Posters (Print 2, Laminate 2) for A-Frame
[ ] A4 Posters (Print 50, Laminate 30) for street and shop display.
[ ] A5 Flyers (Print 3000 ??, Laminate none) for handouts and letterbox drops
-6 weeks [ ] Provide Box Office with A2 posters on ‘A-Frame’
[ ] Distribute laminated A4 posters to Shops,
-5 weeks [ ] Select and reserve hire costumes
-4 weeks [ ] Place laminated A4 posters at strategic Buntingford locations (Remove cable-tie tails)
Place where people queue or wait such as bus stops, pedestrian crossings, school gates
Pedestrian routes in/out of Buntingford town centre
Notice boards such as doctors waiting rooms, library, Benson Hall…………..
Take note of poster locations to ensure their removal later
-3 weeks [ ] E-mail the Poster (& blurb) to nearby drama & social groups
-2 weeks [ ] If required, deliver A5 flyers to
Buntingford, Aspenden, Westmill, Wyddial, Chipping, Throcking, Cottered etc.
[ ] Design & print show programme
-1 Week [ ] Collect costumes for dress rehearsal
[ ] Confirm the co-op car park is still available.
[ ] During dress rehearsal, take photographs for BDS archive and possible advertising.
[ ] Submit a ‘thanks to audience’ entry in Buntingford Journal and Buntingford.com
0 weeks [ ] Performance
+1 week [ ] Performance
[ ] After-show party?
[ ] Remove ALL posters
[ ] Return borrowed/hired Props & Wardrobe items.
[ ] De-brief
[ ] Update BDS Web site
+2 week [ ] Break set.
[ ] Finalise show finances.
-10 weeks [ ] Provide ‘Buntingford Journal’ (issued monthly except January & August) with (.jpg) artwork during
the first half of every month prior to the last show date.
-9 weeks [ ] Confirm availability of co-op car park.
[ ] Design ‘website generated’ tickets. (BDS logo, Show name, author, venue, location, post code, parking
advice, seat number, Show date, Start time, Doors open time, contact details, web site address)
-8 weeks [ ] Make on-line & Box Office ticket sales available.
[ ] Update ‘Web Site’ to include Box Office detail.
[ ] E-mail poster (& blurb?) to past & present BDS members & mailing list. (for friends/family etc.)
[ ] Submit entry for Buntingford.com
[ ] Place £20(?) advert in ‘The Diary’ (600 issued free to
Barley, Barkway, Reed, Buckland, Chipping, Nuthampstead and Newsells. Contact diary@bandoodle.co.uk)
[ ] Update ‘Buntingford’ related databases, newspapers and reference sites as appropriate.
-7 weeks [ ] A2 Posters (Print 2, Laminate 2) for A-Frame
[ ] A4 Posters (Print 50, Laminate 30) for street and shop display.
[ ] A5 Flyers (Print 3000 ??, Laminate none) for handouts and letterbox drops
-6 weeks [ ] Provide Box Office with A2 posters on ‘A-Frame’
[ ] Distribute laminated A4 posters to Shops,
-5 weeks [ ] Select and reserve hire costumes
-4 weeks [ ] Place laminated A4 posters at strategic Buntingford locations (Remove cable-tie tails)
Place where people queue or wait such as bus stops, pedestrian crossings, school gates
Pedestrian routes in/out of Buntingford town centre
Notice boards such as doctors waiting rooms, library, Benson Hall…………..
Take note of poster locations to ensure their removal later
-3 weeks [ ] E-mail the Poster (& blurb) to nearby drama & social groups
-2 weeks [ ] If required, deliver A5 flyers to
Buntingford, Aspenden, Westmill, Wyddial, Chipping, Throcking, Cottered etc.
[ ] Design & print show programme
-1 Week [ ] Collect costumes for dress rehearsal
[ ] Confirm the co-op car park is still available.
[ ] During dress rehearsal, take photographs for BDS archive and possible advertising.
[ ] Submit a ‘thanks to audience’ entry in Buntingford Journal and Buntingford.com
0 weeks [ ] Performance
+1 week [ ] Performance
[ ] After-show party?
[ ] Remove ALL posters
[ ] Return borrowed/hired Props & Wardrobe items.
[ ] De-brief
[ ] Update BDS Web site
+2 week [ ] Break set.
[ ] Finalise show finances.