The world of theatre is a rich tapestry of artistry, logistics, collaboration, and passion. Whether mounted on the grand stage of a professional theatre or the intimate boards of a community playhouse, every production represents the culmination of a whole host of individual tasks carried out by a dedicated creative team.
Theatre relies on the expertise and cooperation of a wide range of professionals and volunteers to transform a script into a living, breathing performance. From the first spark of an idea to the applause as the curtain falls, a show is built through countless acts of compromise and artistry. It is a process that demands discipline as much as inspiration, and teamwork as much as talent.
Every theatrical production carries the same heartbeat: a group of people coming together to create something ephemeral yet unforgettable. At the end of the day, the lights will fade, the set(s) will be struck, and the costumes stored away — but the shared experience endures. In the end, theatre reminds us that storytelling is a communal act and that the magic of the stage belongs not to one, but to all.
My name’s Peter Fernandez, and in this article, I’ll be exploring the intricate process of creating and staging a theatrical production, from the birth of an idea to the final bow, and I’ll examine the key roles that make up a theatre production team.
The Birth of a Production
As one of the few art forms that requires the simultaneous collaboration of multiple individuals, theatre relies on teams that must trust each other: the lighting designer relies on the stage manager; the cast relies on the crew; the audience relies on the combined efforts of everyone. This interdependence fosters a unique sense of community, and when it works, the result is greater than the sum of its parts: a shared moment of storytelling that connects artists and audiences alike.
Every show, however, begins with a single idea. This idea may come from a playwright’s original script, a Director’s take on an existing work, a Producer’s vision for a revival, or a community group’s decision to bring a classic piece to life. The early stages of planning will typically involve just one or two individuals, are is where the artistic dream begins.
The Director
The Director is the driving creative force behind any production. The director interprets the script, develops a vision for the show’s tone and style, and guides every artistic decision — from casting to set design, lighting to costumes; the look and feel that carries through from the opening line to the curtain close. The director’s job is to tell the story clearly, truthfully, and compellingly, while uniting all elements of performance and design into a coherent whole:
The Producer
The Producer is the central figure typically responsible for green-lighting a production and overseeing it from a managerial standpoint. In a professional setting, their role normally involves securing the rights to the play, raising the necessary funds, hiring the creative team, and managing the budget. Producers also handle marketing, scheduling, and interdepartmental coordination.
For smaller or community productions, these tasks may fall to a production committee rather than a single Producer or may even be taken on by the Director.
The Playwright
The Playwright is the original author of the script, and in new works may be deeply involved in the rehearsal process — refining dialogue and structure as the production develops.
With established plays, particularly in a community setting, the script is generally performed as written (though a director may interpret or adapt it for context or style), and the playwright is typically absent from the creative process. In professional settings, however — particularly during world premieres — they are often an integral part of the creative team, where collaboration between playwright and director can profoundly shape the tone of the production.
At the foundation of every show lies the Script — the blueprint for dialogue, character, and action. The script provides the structure upon which every creative decision is built and is written by the Playwright.
Building the World of the Play
Once the production is given the green light and the creative vision is set, the design phase begins. This is when the production’s world takes shape — visually, audibly, and atmospherically. Designers transform the director’s abstract ideas into tangible environments that support the storytelling.
The Scenic/Set Designer
The Scenic/Set Designer creates the physical world of the play — i.e. the scenery, furniture, and properties that define the space in which the action takes place. They interpret the director’s vision to determine the scenic requirements and how the set will transform throughout the performance.
In professional theatres, detailed models and technical drawings are produced, and the budget is generous; in community theatre, designers often adapt to tighter budgets and multipurpose spaces (though they will often still produce the drawings and models that help visualise concepts in a three-dimensional space).
The Props Master/Mistress
The Props Master/Mistress (or Properties Designer as they are often known) is responsible for sourcing, creating, and maintaining all the objects actors use on stage. Every book, cup, or sword that appears in a production falls under their domain. Props must be period-appropriate, functional, and safe. In community theatre, props masters often rely on ingenuity and thrift, crafting items by hand or repurposing materials from past shows.
The Lighting Designer
Light can evoke mood, time, and emotion. The Lighting Designer shapes how the audience perceives each moment by using colour, intensity, and movement of light. Lighting can suggest the warmth of morning, the coldness of moonlight, or the intensity of a spotlight during a climactic monologue. A skilled lighting designer collaborates closely with both the director and the scenic designer to ensure that lighting supports the storytelling while maintaining visual harmony.
The Sound Designer
The Sound Designer manages all auditory elements of a production — sound effects, ambient noises, and microphone systems. In musicals, they also coordinate with the musical director to ensure that instruments and vocals are balanced and clear. In plays, sound design helps create atmosphere: a distant storm, city traffic, or a haunting echo can add emotional depth to a scene.
The Costume Designer
The Costume Designer crafts the look of each character through clothing, accessories, and makeup that are appropriate for the period in which a production is set. Costumes reveal personality, social status, and historical context, helping audiences understand who the characters are before a word is spoken. The costume designer must balance artistry with practicality — ensuring actors can move comfortably and make quick changes when necessary.
Lead Makeup Artist
In larger/professional productions, the job of makeup falls to the Lead Makeup Artist and their corresponding team (if any). The makeup that actors/actresses wear can be an important complement, particularly for period productions, and must also be in keeping with the costume(s) that form part of the ensemble.
Choosing the Storytellers
No production can come alive without its actors, and matching the right performer to the right role is essential for bringing the characters to life authentically. This is a process involving the Director that’s typically referred to as “casting” the show.
Casting is both an art and a science, and a large part of the process involves holding “auditions” that test not only an actor’s technical skill but also their chemistry with others. As an Actor/Actress, adaptability and understanding of the material are key, and once the cast is chosen, rehearsals — the heart of theatrical creation — can begin.
The Casting Director
In larger, professional productions, a Casting Director often works with the Director and the Producer to organise auditions and select performers. They help identify talent, schedule audition sessions, and ensure the casting process runs smoothly. In smaller or community productions, the Director typically handles casting personally.
Crafting the Performance
Rehearsals are where ideas become action. Once the casting is confirmed, over a period of several weeks, the Director guides the actors through exploration, blocking, and refinement, building a cohesive performance that fulfils the production’s vision.
Stage Management
At this point, the Stage Manager — typically referred to as the SM — becomes the organisational backbone of the production. They maintain communication between all departments, record blocking notes, manage rehearsal schedules, and ensure the production runs efficiently.
A skilled SM combines diplomacy, technical knowledge, and calm under pressure. They are often the unsung hero of a production — responsible for keeping chaos at bay and ensuring that everything runs to plan.
The Assistant Stage Manager (ASM)
In many productions, the role of the Stage Manager is complemented by that of the Assistant Stage Manager (or ASM for short). The ASM supports the stage manager, often by supervising backstage operations during rehearsals and the performance run.
Whilst an ASM may help coordinate scene changes, manage props, and cue actors — and in larger productions, multiple ASMs may be assigned to different areas of the stage or specific departments — during performances, the primary role of the ASM is to effectively “call the show,” cueing lights, sound, and scene changes with precision.
For shows that don’t have an ASM, the duties and responsibilities typically fall to the Stage Manager.
Choreography and Movement
In musical theatre and certain plays, movement is central to storytelling. The role of the Choreographer is to design and teach dance routines, ensuring they align with the show’s tone and the director’s vision. For non-dance-heavy productions, a Movement Coach may guide actors in developing physical characterisations or stage combat/fight sequences.
Musical Direction
For musicals, the Musical Director (MD) oversees all musical aspects of the show. They teach songs to the cast, conduct singing rehearsals, coordinate with musicians, and ensure that the score is performed accurately and expressively. The MD works closely with the director and choreographer to integrate music seamlessly with the dramatic action.
Tech Rehearsals and Dress Runs
As rehearsals progress, attention shifts from performance to production integration. Technical Rehearsals (Tech) are when all design elements — lights, sound, set, and costumes — are layered onto the actors’ work in their final configuration. This phase is often the most challenging, requiring patience and precision as cues are refined.
During tech week, the production transforms from a rehearsal into a fully realised performance. Costumes are added, transitions are smoothed, and the rhythm of the show takes shape. The stage manager’s role becomes even more critical as they begin calling cues and coordinating every technical element in real time.
Finally, Dress Rehearsals simulate full performances without an audience. These runs test pacing, transitions, and technical reliability, allowing the team to make final adjustments before opening night.
The Magic Unleashed
Opening night marks the culmination of months — sometimes years — of work. Once the lights dim and the curtain rises, the show passes from the hands of its creators to its performers and audience.
During performances, the stage management team ensures consistency, calling cues and maintaining quality control. The crew — including lighting and sound operators, stagehands, and dressers — executes the technical aspects of each show with precision. Actors bring their characters to life night after night, finding freshness within repetition.
In professional theatre, productions may run for weeks, months, or even years. In community settings, runs are shorter but no less significant. Regardless of scale, each performance represents a living collaboration between artists and audience — a moment that can never be exactly repeated.
The Unsung Heroes
Behind every flawless scene change and perfectly timed lighting cue lies the hard work of a skilled backstage crew. These individuals make the production run smoothly, often unnoticed by the audience.
Stage Crew and Deckhands
The stage crew manage scene changes, move set pieces, and ensure all props are correctly placed. In community theatre, crew members may also double as set builders or costume assistants.
Lighting and Sound Operators
Board/desk operators control the lighting and sound cues during each performance, following the stage manager’s commands precisely. Their accuracy ensures that every cue lands at the right moment, maintaining the illusion of seamless storytelling.
Dressers and Wardrobe Assistants
The wardrobe team manages hair, makeup and costumes during performances — organising quick changes, repairing garments, and maintaining cleanliness. In musicals and large-scale productions, this can be fast-paced and high-pressured, requiring impeccable timing.
Front of House, and Audience Engagement
A show doesn’t succeed on artistic merit alone — it must also attract and engage audiences, and it is the job of the marketing and front-of-house teams to bridge the gap between the production and the public.
Marketing and Publicity
The marketing team develops campaigns to promote the show, including posters, social media content, press releases, and promotional events. In community theatre, volunteers often handle this work, while in professional settings, dedicated marketing departments or agencies craft strategic outreach.
Box Office and Front of House Staff
The front of house team includes ushers, ticket sellers, and house managers. They create a welcoming environment for audiences and ensure the theatre runs smoothly. The house manager coordinates audience seating, handles latecomers, and communicates with the stage manager to start the show on time.
Reflection and Renewal
When the final curtain falls, the production’s journey isn’t quite over. Sets are struck, costumes cleaned, and equipment returned. The team reflects on what worked, what didn’t, and what was learned. For professional theatres, post-mortem meetings are held to discuss challenges and successes, ensuring that each production contributes to the growth of the company.
In community settings, post-show celebrations recognise the hard work of volunteers and reinforce the sense of camaraderie that defines amateur theatre. Regardless of scale, the closing of one show often signals the beginning of another — because in theatre, the cycle of creation never truly ends.
Differences Between Community and Professional Theatre
While community and professional theatre share many of the same roles and processes, the scale and resources differ greatly.
- Community Theatre relies heavily on volunteers, limited budgets, and multipurpose spaces. Roles may overlap — one person might design sets, build props, and act in the same production. Yet, community theatre is often driven by passion and inclusivity, fostering creativity through resourcefulness.
- Professional Theatre, by contrast, employs specialised staff, unionised workers, and larger budgets. Productions are expected to meet rigorous technical and artistic standards. Despite the professionalism, the collaborative spirit remains the same: the drive to tell stories that move and inspire audiences.
In the video below, Juel Brown — author of the Story Teller’s Handbook channel on YouTube — shares some insight into the magical world of theatre and some of the key terminology used; enjoy 😎:
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