HOW TO PUT ON A STUDENT PRODUCTION

How to put on a student production

This guide outlines the key steps for organising a student production. Whether you are staging a play, a musical, or a showcase, this document is designed to support you through planning, booking, rehearsing, and delivering your event safely and professionally.

Assembling the Production Team

Forming a well-organised and communicative team is essential. Key roles include:

• Producer: Oversees logistics, budget, timelines, and is the main communication with the Activities Team,.
• Director: Leads the artistic vision and rehearsal process.
• Stage Manager: Coordinates rehearsals, manages technical documentation (e.g. prompt book, cue sheets), and oversees backstage operations during performances.
• Technical Team: Responsible for sound, lighting, and stage equipment.

You could also assign roles such as set designer, costume designer, choreographer, front-of-house manager, and marketing officer.

Start preparing a risk assessment at this stage, documenting potential hazards and mitigations. This is required before any in-person rehearsals or events can take place.

Production Rights

If your performance uses an existing published script or musical score, you must secure the appropriate performance rights. These are legal licenses required for any public staging, even if you are not charging for tickets.

• Identify the licensing agency (e.g. Concord Theatricals, MTI Europe) for your chosen play or musical.
• Request a quote for the rights, scripts, and any accompanying materials.
• Rights must be confirmed and paid before your show can proceed.

If you are producing original or devised work, rights may not be required, but it is still important to document authorship and obtain written permission for any material created by third parties (e.g. music, choreography, or poetry).

Venues

The Great Hall

This space is currently unavailable as it is being reconstructed; the work is estimated to take 15 months and is expected to be completed in July 2026. More details on the redevelopment can be found here.

Union Concert Hall (UCH)

• Capacity: 220 seated
• Facilities: Full lighting rig, sound desk, backstage space, raked seating
• Suitability: Theatre productions, showcases, musicals

UCH is in high demand, so submit your booking request well in advance. Termly booking cycles apply—check availability with the Union team early.

Lecture Theatres and Classrooms

These spaces vary in size and technical capability. Some are suitable for smaller performances, rehearsed readings, or low-tech showcases.

• View full list: CSP Bookable Spaces

External Venue

• If a contract is involved with an external venue hire, include this in your event proposal. 
• Contracts should not be signed by student groups under any circumstances. 

When choosing a venue, consider:

• Audience visibility and acoustics
• Technical equipment available
• Access to storage or backstage areas
• Fire exits and evacuation routes

Booking Process

The Union has a structured process for all events, including theatre productions. Follow these steps:

• Submit an Event Proposal Form and budget
  • Must be submitted at least 2 months in advance
  • Include dates, venue, audience size, and a detailed risk assessment
  • Start here: Events and Trips Guide
• Meeting with the Union Team
  • You are welcome to meet with an events coordinator for additional support. Want support but can't attend a drop-in? Check out the rest of our knowledge base articles or submit a ticket to the Activities Team. 
• Ticket Setup
  • Once your activity proposal and budget have been approved, you can start advertising your event and selling tickets.  
  • Ticketing guidance: Selling Tickets

Technical Planning

You might require a technical team to support with your production. Their involvement should begin early to allow time for preparation, rigging, and programming.

Roles include:

• Sound Engineer
• Lighting Designer or Operator
• Technical Supervisor
• Stage Crew

Design, Tech, and Health & Safety 

• Designing the physical and technical world of your show is a creative and technical process. This involves creating sets, sourcing props, planning costumes, and coordinating lighting and sound. Each area brings new safety considerations. 
• Set construction must be done safely: stability, weight, and the use of tools all matter. Only trained individuals should use ladders or rig lighting, and Personal Protective Equipment (PPE) may be needed for build sessions. All cables and wires should be securely taped down. 
• A formal technical rehearsal (or “tech”) is your first full run of the show with lights, sound, scene changes, and cues. A cue is a signal that prompts a technical action, like a lighting change or sound effect and is noted in a cue sheet managed by the stage manager. Tech is followed by a dress rehearsal, where the cast performs in full costume with all production elements in place. 

Consider:

• Blocking: safe movement, choreography, or fight scenes should be pre-planned and rehearsed with care.
• Consent: clearly communicate any content involving intimacy, emotional intensity, or physical contact. Provide opportunities for cast members to raise concerns or opt out.
• Venue access: ensure cast and crew are briefed on fire exits and any restricted areas.

Marketing and Front of House

Alongside rehearsals, you can start to advertise the production. Marketing may include poster campaigns, social media content, and teaser trailers. A program, either printed or digital, offers the audience cast lists, director’s notes, and credits. 

Ensure your front-of-house (FOH) team is briefed to:

• Scan tickets or manage a door list
• Support accessibility needs
• Seat audience members safely and efficiently
• Communicate any latecomer or photography policies

If your show contains potentially distressing material (e.g. violence, blood, medical scenes, strobe lighting), trigger warnings should be clearly displayed on doors, tickets and mentioned online.

Day of the Show - Example Schedule

This is a sample schedule for a typical production day:

All team members must be briefed on their responsibilities during the performance and strike.

After the Production

Once your final performance is complete:

• Dismantle and return all borrowed equipment
• Remove any waste or leftover materials
• Store reusable items properly or donate/dispose of them as appropriate
• Conduct a debrief meeting with your team to reflect on what went well and what could be improved
• Archive documents: cue sheets, risk assessments, marketing assets, and production notes for future student groups

Useful related pages:

• Selling Tickets
• Using Suppliers
• Using Content Warnings

Still have questions? Check out the rest of our Knowledge Base articles or submit a ticket to the Activities Team.