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The following key words should feature prominently in the first production meeting of the semester: contracts, calendar, deadlines, budget, schedule, read-through, designer run, prod hours, parade, put-in, paper-tech, q2q, tech week, vision. Collect contact info (phone, email) for call-board. Remind people to send all emails offering prod hours or containing Put-In/Strike instructions to people-who-should-come-to-builds (which you should ensure is updated by this point), and not the show "all" list.
It helps to have production meetings scheduled at a regular time (Sundays after rehearsal, for example). The first and last prod meetings are typically 60 minutes long and include the full prod staff. All other meetings can be split in two by departments (see prod contract). Prod staff members (except the Producer, TD, and SM) are only required when their department is called. Usually, however, it tends to be easier to call everyone and try to arrange the meeting to accommodate those who have to leave.
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