This page sets out clear, role-specific expectations for designers working with Lighthouse Theatre. It also includes responsibilities for when a production is transferring to our second venue, Roselawn Theatre. “Transferring” describes the load out, transporting, installation, and possible re-staging of a production between Lighthouse Theatre and Roselawn Theatre. These expectations are intended to keep transfers safe, efficient, and artistically consistent across both Lighthouse Theatre and Roselawn Theatre.
Lighthouse Festival is a place of learning and growth, where we welcome artists at the beginning of their professional theatre journey. We are committed to creating a safe, supportive environment that encourages skill-building and collaboration. Through mentorship, clear communication, and a culture of respect, we aim to help these emerging professionals build confidence as they develop their practice.
Shared / General
- Designs are subject to modification with the designer’s and director’s agreement, to address staffing, budget, technical resources, shop capabilities, transferring limitations, or other possible technical constraints.
- Designers must maintain ongoing communication with the Director, Production Manager, Technical Director, and Stage Management, and attend scheduled production meetings and the design meeting unless otherwise excused by the PM. As well as prioritize safety, accessibility (AODA principles where applicable), and sustainability.
- Any additional labour or specialized vehicles for the build or transfer must be approved and budgeted in advance.
Responsibilities & Deliverables
Set Designer
Primary focus: scenic concept, practical scenery design, floor treatment, general props and set decoration plans, and transfer readiness.
Deliverables & Deadlines
- Concept materials (mood boards, sketches, renderings, technical drawings): deliver by the design deadline in the contract.
- Maquette: physical maquette must be completed and available for the first day of build. If a physical maquette is not being created, then an accurate digital 3D model may be used.
- Set transfer materials: must be submitted at the same time as the initial concept materials, on the design deadline. Set transfer materials include Roselawn-adapted ground plans and a labelled inventory of scenic elements (weights, dimensions, fragility notes). Sets need to be designed that when packed can fit in a standard 20’ U-Haul: 19’6″ x 7’8″ x 7’2″. Trim height for all set pieces is 12’. Designers should design their sets to fit the Roselawn stage first (Roselawn is smaller than Lighthouse). Designing to Roselawn dimensions up front minimizes or eliminates the need for major adjustments when transferring from Lighthouse (larger) to Roselawn (smaller).
Build & Transfer
- Design scenic elements to be robust, modular, and transport-friendly for safe movement and efficient re-installation at Roselawn. Where full transfer is impractical, clearly indicate which pieces will travel and which will be modified or adjusted at Roselawn. Please note that floor treatments are only completed at Lighthouse Theatre, not Roselawn Theatre. Roselawn Theatre will remain as a painted black floor.
- Obtain written PM approval before outsourcing work.
- Provide clear notes and diagrams for adapting the set during the transfer, including any additional masking, and possible sightline disruptions.
- The Set Designer is not required to be physically present for the transfer between venues. Instead, their primary responsibility is to attend the initial designer meeting and production meetings where they will collaborate closely with staff and stage management to ensure all transfer notes are accurate and practical.
Lighting Designer
Primary focus: lighting concept, instrument selection/placement, cueing, and transfer-ready electrics documentation.
Deliverables & Deadlines
- Concept materials: design mock ups and technical specifications for any potential builds and wireless fixtures
- Lighting paperwork: while adhering to the rep plot provided they’ll provide a full light plot, which may also include instrument schedule, channel hookup/list, fixture inventory, and preliminary cue list to the TD and head technician by the lighting plot deadline.
- Lighting transfer materials: Roselawn-adapted lighting plot, inventory of fixtures and accessories that will travel with the production, rigging/power notes, cues list for Roselawn, are due approximately one week after opening (exact date indicated in the production schedule and contract). This allows the LD and TD to finalise what travels after the production settles into performance at Lighthouse and to account for any last minute changes identified during tech and previews.
- Specials & equipment requests: any specialty instruments, projection needs, moving lights, or accessories must be submitted early (preferably at the first production meeting) so the PM and TD can confirm availability and budget.
- Rep plot: The Lighting Designer must attend the rep plot meeting with the rep plot coordinator at the start of the season (date TBC). Any proposed changes to the rep plot should be submitted promptly to the TD.
Technical & Transfer
- Confirm power availability, dimmer racks, patching, and load limits. All fixtures and hanging must comply with manufacturer ratings and local code.
- Provide focusing and safety notes for elevated work; ensure any suspended gear is documented for re-hang at Roselawn.
- Be present (or send a competent stand in) for focus, and cueing sessions at Roselawn.
- Update and deliver an adapted cue list for Roselawn before the first tech at that venue; clearly mark any differences from Lighthouse paperwork.
Costume Designer
Primary focus: costume concept and research, fittings, maintenance/wardrobe operations, quick-change solutions, continuity, and transfer logistics.
Deliverables & Deadlines
- Concept materials (inspiration boards, sketches, fabric swatches): deliver by the design deadline in the contract.
- Costume plot & measurement list: provide a complete costume plot, cast measurement spreadsheet, costume breakdown by scene, and quick-change information (if applicable), after fittings once costumes are confirmed and before tech.
- Fittings schedule: supply a proposed fittings timetable to Stage Management, head of wardrobe and PM before the first rehearsal week.
- Laundry & Maintenance: provide a comprehensive laundry list of all items and any specific maintenance requirements for the first on stage tech day, to head of wardrobe and PM.
- Costume transfer materials: A costume transfer package is due at the Port Dover opening. This package should include: a labelled inventory of all costume pieces (with sizes, special care notes, and spare counts), packing recommendations, laundering/maintenance plans between load-out and load-in.
Technical & Transfer
- Ensure costume construction and chosen materials are safe and appropriate for performance use; clearly note any special handling, storage, or maintenance requirements.
- Consider performer mobility, quick-change access, footwear, and interactions with props, set elements, or rigging
- Indicate whether items may be hand-carried, boxed, or require special handling. Include packing recommendations for fragile or bulky pieces.
- Attend scheduled fittings, dress rehearsals, and all tech/dress runs where costumes are required, unless otherwise excused by the PM. Provide wardrobe notes and quick-change coaching to Stage Management and head of wardrobe.
- The costume designer is not required to be physically present during transfer between venues but must provide comprehensive transfer documentation.