Projectplanning steps

Janis A. Barlow & Associates
Research, Planning and Management Consultants Specializing in Theatre since 1981

STEPS IN THEATRE PROJECT PLANNING

by Janis A. Barlow & Associates Specialists in Theatres, Cultural Institutions and Historic Buildings

www.barlowandassociates.com 44 Charles Street West, Suite 5005, Toronto, ON, Canada M4Y 1R8 Phone: (416) 921-0208 Fax: (416) 921-9819 e-mail:info@barlowandassociates.com

STEPS IN THEATRE PROJECT PLANNING TABLE OF CONTENTS

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INTRODUCTION TO THE THEATRE PROJECT PLANNING PROCESS.....................Page 2 PRELIMINARY PLANNING – PROJECT POTENTIAL................................................Page 2 2.1 Research and Goal Setting 2.3 Professional and Community Consultations 2.3 Financial Planning 2.4 Site Selection orStabilization and Security 2.5 The Project Management Plan THE PROJECT MANAGEMENT PLAN.......................................................................Page 4 3.1 Establish a Project Steering Committee and Identify a Project Manager 3.2 Undertake a Strategic Planning Workshop 3.3 Develop Terms of reference for a Feasibility Study 3.4 Write the Theatre's Business Plan 3.5 Ratify Project Goals andOperating Structure 3.6 Develop Comprehensive Terms of Reference and Selection Criteria for Project Personnel and Consultants 3.7 Draft an Integrated Action Plan for the Project 3.8 Produce Preliminary Cash Flow Projections 3.9 Contract Project Consultants IMPLEMENTATION ...................................................................................................Page 8 4.1 Consultant Selection4.2 User Group Survey 4.3 Building, Design Development, Specifications and Tendering 4.4 Financial Re-Planning 4.5 Fund Raising, Marketing, Programming and Construction 4.6 Opening! 4.7 Last Words THEATRE DESIGN AND DEVELOPMENT – PHASE ONE ....................................... Page 10 5.1 Proposed Project Organization Chart

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Steps in Theatre Project Planning

Page 1Janis A. Barlow & Associates

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INTRODUCTION TO THE THEATRE PROJECT PLANNING PROCESS

The following steps are a brief summary of the stages of a theatre project. They are a framework for theatre planning based on conventional business and project management models. The plan itself is a tool, a snapshot in time which is the basis for action, communication and replanning the project as isnecessary. The plan must be inherently flexible and responsive to ever changing conditions. Progress is not always consecutive; more often it is cyclical and with each step the previous phases may have to be reviewed. Historic theatre preservation, restoration and adaptive reuse are all subspecialties of the theatre project design. An historic theatre inevitably requires additional research, timeand expertise to produce and implement a successful rehabilitation plan, but the following steps would apply to either a new or historic theatre building project.

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PRELIMINARY PLANNING - PROJECT POTENTIAL Research and Goal Setting

Who or what is driving the demand for a theatre? Is it a user in search of a space, a space in search of a use, or a response to a gap in the community'scultural infrastructure? It is very important to focus on the mission of the organization and to document the guiding assumptions. Are its project goals cultural, heritage or economic? Is its strategic focus arts or entertainment? Are there specific program goals and conditions? What is the core business - Will it produce, present or rent to fulfill its goals? Previous building or programmingstudies should be reviewed and the history of demand chronicled. All existing site documentation should be assembled. Supplementary on-site research and testing will be required during the development of design drawings. Many of these consultations may be undertaken on an informal basis, taking advantage of professional resources available locally, through government agencies or through the...