End of Year Show


At the start of the process I was excited to get started on the end of year show I got the role I wanted as Production Manager on Musical Theatre. I thought that due to the fact that I had previously worked well with musical theatre both students and staff that I had built up a good relationship with them I could work well with them, unfortunately, that didn’t end up being the case as soon as things got started there were multiple complications that I didn’t feel I could resolve due to other parties not allowing me to for fill my job role and one reason for wanting the role was to show that I had learnt something from the last time I took the role and had improved.

The first time that I went and talked to the main director it was to try and get a meeting with him for my set designer as she was struggling to settle on a concept without some direction from the director. I was told that he had the script for two weeks but had no ideas for the show due to the fact that it had changed but he did know that the main thing he required would be a touring set. I took this back to my set designer but she was still struggling and so I went again to find him but was unable to find him I did, however, find one of the other directors who were more than willing to organise a meeting for the next week. When it came to the day of the meeting I discovered that the main director was unwilling to take time out of his day to have the meeting with us and someone told the directors that it would have to be moved as the performers have a deadline in January and that was more important. So that same day I went to see the main director in order to find out what was going on and ended up talking to another person who gave ideas for the set, finally the main director came into the room and I was able to arrange a meeting for the week after with him and the other directors. Coming out of that interaction it felt like they didn’t have any regard for what we needed to achieve in the time frame and I attempted to get someone to assist in getting my point across but it wasn’t received well and so we went to the meeting.

On the way to the meeting, I was told that I had to be nice and avoid conflict and I was to treat the meeting as if it was the first interaction between the two departments and any issues that may have been had by either team had not arisen yet. Even though all questions were answered, and the set designer was in a better position to come up with a concept that could work for the show I felt like I couldn’t fight for my team as I was told to play nice and came out feeling like I had been walked all over. I understand that as the production team we are there to enhance the show, but our problems and requirements are just as important as the performance sides issues this was one of the main points in the production process where I wasn’t able to do my job. If I had the opportunity again I wouldn’t have backed down the issue that myself and my team had not been solved in that meeting and continued to be a problem for the team throughout the rest of the process.

When it came to the tour there were many problems as there was a lot of information about the venues that we needed but only got the information from one venue also the dates proposed by the performers were over the get in and so they were expecting us to be in two places at once and every time I attempted to get our side across there were assumptions made that we were making problems because we didn’t want to go even though I had explained that if they simply moved the dates to after the show in riverside theatre then as a team we would be able to accomplish a better show for the tour and that wasn’t  understood.

Many of the team caused a lot of problems due to lack f communication. The main sound designer was barely showing up and every time I asked about paperwork and how the design was coming along the only response I got was that all the sound effects had been sourced and then when it came to the sound tech day there were sounds missing because they hadn’t been reading the rehearsal notes and weren’t listening when they were gone through in meetings or absent from the meetings.

The set designer often voiced that she was struggling and so I sat with her on many occasions attempting to help and while she expressed gratitude when asked to do something there was often an excuse as to why it hadn’t been done or why it wouldn’t be done till a certain date. One of the things we really conflicted on was getting the wood and paint order in I had asked for it to be in at the latest second week in February as I knew that it can take some time to process and get here and knew that if it was any later than that then we wouldn’t be able to build and [paint the set in time for the tour but every time I was told that it would be fine and that this year was different and everything would work out. It ended up that there was still loads to do in the get in and so rather than focusing on other equally important things the main focus for the team was finishing the set thankfully the tour was cancelled as had it not the set wouldn’t have been finished.

Lighting was also very argumentative about when things would or could be done and I felt that the majority of the production process I was just fighting against most of my team rather than us all working together. I tried to be forceful so that the work would get done on time but more often than not the three for mentioned members would just say yeah, I’ll do it and then when I asked if it had been done it hadn’t like they thought I would just forget about it and let it slide.

There were a lot of things that I let slide that in the industry wouldn’t happen but that was because I knew if I attempted to get the work out of them I would get the response that they also have other projects to do and so it will have to wait.

In the get it while I did have a schedule for people to follow I don’t see why I bothered, the show before had got most of the stuff dismantled the night before and so we were able to start earlier than originally anticipated but after the set was brought across the set designer started to put the set together when I asked why she was doing this her response was it is easier to work on them when they’re put together and we have the room. I attempted to argue that because the lighting hasn’t been rigged yet she needed to wait until after that, then the set design tutor came across and started arguing with me saying that the set needed to go up and when I tried to explain that the lighting needed to be rigged first he kept arguing with me I knew that while he has experience in designing and making models he wasn’t aware that there is and order things need to be done in and so I went to see how lighting was doing and left them to it. Looking back, I should have insisted that they put everything back where it was and do the job that they were supposed to be doing rather than whatever they wanted.

When the performers came in they listen to all my stipulations and were great to work with when I told them to do something or not do something they obliged there were many discussions and that was one of the better points in the show. On the other side the main directors were more difficult to work with they didn’t seem to be happy with the way that id scheduled things but I made decisions about my scheduling based on many different factors and when trying to explain my reasoning I felt like they were telling me that I was stupid and why would schedule it that way and that they were the most important factor and I should work around them not the multiple other factors that were affecting my timings.

Also my stage manager was absent for all of the tech days and when the performers were trying to run scenes I realised that there were a lot of things promised to them were missing and so I spent all the time trying to rectify as much of it as I possibly could to then be told that because I had tried to resolve those issues that were important rather than running the tech days I would be marked down by the head directors which, to be honest, I didn’t appreciate but attempted to rectify at the same time, I was attempting to fix the problems with the stage manager at checking in on how the tech was going every now and again as I didn’t know what else I could have done and I would do the same again if the stage manager is absent someone has to fill the role and I was the only one available to do so and I think I made the right decision.

The sound operators decided that they weren’t going to listen to the deputy stage manager when she attempted to help with timing and when the performers mics should be turned on and off as she had been in rehearsals and knew the show well whereas only one of the sound operators had seen a run and she only saw one run. They also decided that they weren’t going to take cues from the deputy stage manager during the show who had agreed to cue them through the cue light system so that they didn’t have to wear comms during the show meaning it would be easier for them to hear the show and get a good balance. Not that this was possible as there were a lot of problems with the sound feeding back during all the shows, but it was distinctly worse on the matinees.

End of Year Show

Weekly Production Reports

Production Report 25.9.2017 – 29.9.2017

Production Report 2.10.2017 – 6.10.2017

Production Report 9.10.2017 – 13.10.2017

Production Report 16.10.2017 – 20.10.2017

Production Report 23.10.2017 – 27.10.2017

Production Report 30.10.2017 – 03.11.2017

Production Report 06.11.2017 – 10.11.2017

Production Report 13.11.2017 – 17.11.2017

Production Report 20.11.2017 – 24.11.2017

Production Report 27.11.2017 – 01.12.2017

Production Report 04.12.2017 – 08.12.2017

Production Report 11.12.2017 – 15.12.2017

Production Report 18.12.2017 – 22.12.2017

Production Report 08.01.2018 – 12.01.2018

Production Report 15.01.2018 – 19.01.2018

Production Report 22.01.2018 – 26.01.2018

Production Report 29.01.2018 – 02.02.2018

Production Report 05.02.2018 – 09.02.2018

Production Report 12.02.2018 – 16.02.2018

Production Report 19.02.2018 – 23.02.2018

Production Report 26.02.2018 – 02.03.2018

Production Report 05.03.2018 – 09.03.2018

Production Report 12.03.2018 – 16.03.2018

Production Report 19.03.2018 – 23.03.2018

Production Report 26.03.2018 – 30.03.2018

Production Report 02.04.2018 – 06.04.2018

Production Report 09.04.2018 – 13.04.2018

Production Report 16.04.2018 – 20.04.2018

End of Year Show

Agenda and Meeting Minutes 10/04/2018


 Production: Zombie Prom

Date: Tuesday 10th April

Time: 12.30pm

Venue: AS012

Attendees: Lucy Sykes, Sam Loftus, Matthew Stephenson, Jason Shepley, Rosalin Cunningham, Steff Gibson

From: Lucy Sykes

Agenda Points

  1. Technical Agreement – Lucy Sykes
  2. Lighting Progress – Matthew Stephenson
  3. Sound Progress – Jason Shepley, Rosalin Cunningham
  4. Paper Techs – Matthew Stephenson, Jason Shepley, Rosalin Cunningham
  5. Set Update – Rosalin Cunningham
  6. Stage Management Update – Sam Loftus
  7. Tour – Lucy Sykes, Steff Gibson, Rosalin Cunningham
  8. Rehearsal Notes – Steff Gibson
  9. Rehearsal Attendance – Steff Gibson
  10. Meeting Minutes – Steff Gibson
  11. Get in Schedule – Lucy Sykes
  12. A.O.B


  1. Technical Agreement – Has it been signed?
  2. Lighting Progress – What paperwork has been completed? What do you have left to do?
  3. Sound Progress – What paperwork has been completed? What do you have left to do?
  4. Paper Techs – They need to be arranged for next week when would be best for each of you?
  5. Set Update – How is the Build Going? What is the plan for the week? Budget/ Material invoices? Install risk assessments? AV?
  6. Stage Management Update – Are all Rehearsal props in rehearsal now? Are all risk assessments complete? Have you started your settings lists? How is sourcing props going are you nearly there? Budget?
  7. Tour – Has the Van been booked? Update from what was discussed with the performers last week?
  8. Rehearsal Notes
  9. Rehearsal Attendance – Some haven’t seen a full run can this be rectified this week?
  10. Meeting Minutes – Where are they?
  11. Get in Schedule – Where is this at? Booking the theatre? What was discussed with Lucy Francis?
  12. A.O.B


Meeting Minutes for 27/03/18 @ 12:49pm 

 Attendees: Lucy Sykes (LS), Matthew Stephenson (MS), Rosalin Cunningham (RC), Steff Gibson (SG) 

Apologies: Jason Shepley (JS) & Sam Loftus (SL) 

 Venue: AS012 


  1. Technical Agreement – Lucy Sykes
  2. Lighting Progress – Matthew Stephenson
  3. Sound Progress – Jason Shepley, Rosalin Cunningham
  4. Paper Techs – Matthew Stephenson, Jason Shepley, Rosalin Cunningham
  5. Set Update – Rosalin Cunningham
  6. Stage Management Update – Sam Loftus
  7. Tour – Lucy Sykes, Steff Gibson, Rosalin Cunningham
  8. Rehearsal Notes – Steff Gibson
  9. Rehearsal Attendance – Steff Gibson

10.Meeting Minutes – Steff Gibson 

11.Get in Schedule – Lucy Sykes 



Technical Agreement 

LS: Technical Agreement has been signed by me and Sean. All the performers besides Laura Winstanley and Olivia Harpham have signed as well.  



LS: Lighting progress? 

MS: I’ve done my lighting plan. Hopefully, by the end of this week, all the lighting paperwork should be done. The smoke machines have arrived, and the green hazer fluid has arrived as well. And my LED PARs are back in as well. That’s my update from lighting. 



RC: I haven’t done anything. I haven’t looked at anything. I don’t know what JS has got because I haven’t seen him. I’ve decided, once I have my essay out of the way, I’m going to crack on with everything I need to do. I’m going to get on with doing the plan myself, see if he has one to show me, if not, then at least I have something to work from in the Get In. I mean, I don’t know what we need or anything, I haven’t got a clue, so it should be interesting.  


Paper Tech 

LS: The performers have requested a Paper Tech.  

SG: They’re not having one, we can’t. There’s no way. 

RC: We haven’t got time. 

LS: I know we haven’t got time. 

MS: They want one desperately for Sound. 

RC: I haven’t got anything to show them. So they’re not having one. 

MS: It’s more about when mics go on and off, not the sound effects. 

RC: Can you just tell Sue that they’re not having one? If they’d have asked months ago, we would have done it, but now there just isn’t time. 

LS: I’ll do that, not promising the outcome, but I’ll do it.  

SG: Well, if they actually want a set… They’re going to have to compromise… We don’t have paper techs in the industry.  


Set Update 

LS: How’s the build going? 

RC: Up to now, we’ve pretty much got on with as much as we can do. We are slightly behind with what I planned for today. As long as we crack on this week and get the bases done, we’ll be fine. If not, then I am going to need everyone in next week, at all times, to get it done. Otherwise it’s not going to get done at all. I know SG is in rehearsals, because she needs to be, SL has props to do because he’s been left with that all at once, obviously LS & MS are here, but JS hasn’t turned up for any of it, and we could really use his help for some of the stuff. If he doesn’t want to paint, that’s fine, but there’s still a lot of stuff that needs cutting. I don’t mind finishing off and doing the detailed work, as long as I’ve got people there to get on with the rest of it. I appreciate that none of you guys have to be in as building isn’t part of your grade, but I physically cannot build and finish this on my own.  

LS: None of us expect you to. 

RC: No, I know, but I do appreciate it, you that are. And I also know you have other stuff to be doing and getting on with as well.  

MS: I think it was more dissertation and work experience to be honest, now they’re out of the way, we’re a bit more free to help.  

RC: Yeah, I know. So, when I’m not here, I really do need you all to crack on as much as possible. This afternoon and tomorrow morning, I have my Sound Project, so I’ve left the build schedule in the workshop for you guys to follow. It is a lot, so I understand if it doesn’t all get done. But if you do then that’s fab. I need to finish all my plans, I haven’t done my risk assessments yet. I haven’t done my budgeting or collated the material invoices either, as I haven’t got round to it. I haven’t looked at AV yet either, I know I need to, I’ve just had too much to do. I’m going to get my essay out of the way, and my Sound Project stuff done as that’s in for next week, and then I’ll crack on with all the paperwork, I know it’s my fault and I’ve put it off for so long so I’ll sort that out as soon as I can. 


Stage Management Update 

LS: As SL is not here, I’m going to go under the assumption that all rehearsal props are not in rehearsal as there are some things that they have only just requested, that’s fine, we can’t just magic props out of thin air.  

SG: I have been in touch with Hull Truck about the phones and I’m trying to get a date and time when we can go to their props store and look at borrowing some of their props.  

LS: Do you know where he is with the risk assessments? 

SG: He’s done all of them that he had previously, I’ve gone through them for grammar and spelling and given them back to him, he had changed three of them, but not all of them the last time I spoke to him. There needs to be one for the cheerleading pyramid, which I did tell him about, but I don’t know if that will be done by now or not.  

LS: I’m not even going to ask about the Settings List. 

SG: I know he want’s to work on it, but he needs to have seen a full run before he can do that.  



LS: So, tour. We’re no longer going on tour. So this agenda point isn’t really relevant anymore.  


Rehearsal Notes & Meeting Minutes 

SG: The reason why I haven’t done rehearsal notes and meeting minutes, I think everyone in this room knows already, but I’m minuting it for the meeting minutes so, I’ve just been diagnosed with Hyperthyroidism, which means my heart is pounding a million miles an hour. I’ve been working Friday to Sunday and in Uni Monday to Thursday, so I’ve had no time to do anything except sleep when I’m at home, sleep isn’t easy when your heart is racing as it is, in fact, doing anything when your heart is racing is quite difficult. And my wife’s left me so… I will attempt to get them done as soon as I can, they will be done before the Get In regardless.  


Rehearsal Attendance 

LS: Most people still haven’t seen a full run.  

RC: I have. 

LS: I know you have. 

MS: I haven’t seen a full one yet.  

LS: Yeah, I haven’t either. 

RC: I just want to add that if you want to record a full run, I have charged my camera up. 

SG: I would appreciate that, thanks. 

LS: Hopefully then, by Friday, the majority of the crew will have seen a full run. 


Get In Schedule 

LS: Get In Schedule… I started it, and then I stopped. I still haven’t got proper timings for things. I tried to do it by myself, working it out, I got Thursday done. The theatre is booked. Lucy Francis is trying to get staffing for us.  



LS: Any other business? No? Good.