Footprint Documents

Footprint Production Toolkit

Here is a rough outline of a project plan and some useful tools you can use to manage your next production…


  • Project Proposal – fill out this document as much as you can before you ask for funding for your project – ask the committee for help
  • Project Budget – estimate all the income and expense items you’ll need for your project, and track them during the life of the project
  • Once the committee gives the go ahead, make a tentative venue booking, and obtain all the performing rights and permissions you need before taking the next step
  • Get your creative team sorted early – this includes Stage Manager, Lighting/Costume/Set/Props/Sound/Makeup/Hair Designers and Marketing.


  • Directors, senior crew and tutors for events with participants under 18 MUST have a valid Working With Children Check (WWCC) and must familiarise themselves with and adhere to our Child Safe Policy.
  • The Footprint Theatre committee must verify the WWCC before Directors and Stage Managers are permitted to work with young people under 18.


  • Cast and Crew Sign Up – form for cast and crew to complete when they apply to be in a production, including contact details, permission to use their photo etc
  • Run the auditions and call backs and cast your play


  • Props List – work out what stage and personal props are needed, work with the Props Manager to source other props, when, where they need to be placed before the show and who owns them so you can give them back after the show
  • Sets List – helps the Director and Set Designer to plan the set requirements for each scene
  • Actor Dressing List – helps your costume designer know what is required for each character. Can be added to during rehearsals so your custome assistant knows what costume items are needed for each actor and where to put them


  • Rehearsal Schedule – draw up a schedule that helps make the most effective use of time for everyone.
  • Accident and Injury Form – make sure all cast and crew are aware of obligation to report any injuries to the Producer or Director
  • Cast and Crew List  – share contact details amongst your cast and crew so people know who to contact for what. Establish early on how you will communicate important details with your cast and crew.
  • Costume Measurements – get your cast to fill this out as early as possible so your wardrobe crew can start finding or making costumes
  • Ideas Board – it’s useful to collect images that express your “vision” for the production in terms of set, props, costumes, lighting etc to show your cast and crew. It could be a Word document, photos, a collection of image files, links to web pages, music, videos, physical items or a private Facebook group.
  • Lighting Plot – helps the Director and Lighting Designer design the layout of the lighting for each scene


  • The first rehearsal should involve all cast and crew. Read through the play in full, noting any queries, comments or unknown words, set the scene and communicate your vision for the production.
  • Cast then learn lines, do their research and character analysis while crew prepare designs for signoff
  • Once cast know their lines, bring them into the rehearsal room together.


  • Technical Script Markup – a copy of the script needs to be marked up during rehearsals for each main crew member as follows:
    • Stage Manager – entrances/exits/set changes/prop changes/sound, lighting and other tech cues
    • Sound & Lighting operators – sound SFX cues and lighting LX cues
    • Wardrobe manager – costume changes (if any)
  • Lighting Plot – helps the Director and Lighting Designer design the layout of the lighting for each scene
  • Running Sheet – use this for your Stage Manager, stage crew and cast to know who is entering/exiting where and when and what props need to go on/come off See Sample
  • Check out StageFlight’s Useful Stuff for sources of royalty free sounds and music


  • Audacity – download this to edit music/sound clips for the show
  • MultiPlay – download this (Windows) software to collect and run your sound and music cues for the show