1.Selecting the Musical:

The first thing we have to do is to find the perfect production for the theater! In Puerto Vallarta, there are a lot of things to consider: the age group it will appeal to, the gender, the educational level, the socio-economic status, the language, and more. Once we have figured this out, we look for a production that fits our resources (budget, theater size, available talent, technical requirements, and audience appeal).

2. Securing Rights and Licensing:

Once a musical is chosen, the theater must obtain the rights and licensing before they can audition. rehearse, advertise or perform it. This involves contacting the licensing agency representing the show and negotiating the terms and fees for the performance rights. Many licensing agencies are very slow to make a decision and they have very strict rules that we must adhere to before being granted the rights of performance! Here in Mexico, only one venue in all of Mexico is allowed to present a production and there are stiff penalties when people don’t adhere to the rules.

3. Assembling the Production Team

After we have acquired the rights to the production, we put together a team that is responsible for overseeing all of the aspects of the show, including a director, a choreographer, a music director, diction coaches (especially here in Puerto Vallarta where English is the second language). We also hire people to create our sets, design our costumes, create the lighting and sound for the show. Here at Act2PV, we often rely on volunteers for these roles, drawing from a pool of dedicated members.

4. Auditions and Casting

Once we decide what characters are needed for the production, auditions are held where aspiring actors can participate by singing a song, reading a monologue from one of our productions, and then they are tested on their dancing abilities. The directors and producers assess the actors’ singing, acting, and dancing abilities to determine the person best fit for each part. Once tentative characters have been chosen, there is a callback to determine if there is “chemistry” between characters.  When a tentative cast is chosen, a “table reading” is scheduled for the cast to read through the entire production and to determine if everyone is right for their parts.  When the final cast has  been chosen, rehearsals start and that’s where the magic begins!

5. Rehearsals (2-3 months, at least)

Regular rehearsals are essential for the cast and crew to learn their roles, refine their performances, and learn how to work together. This demands extensive preparation and memorization from all involved. At Act2PV, volunteer vocal coaches work with cast members to help them learn their lines, choreographers instruct them in dance techniques, and the director puts everything together to make it all work smoothly.   Also at Act2PV,  language coaches work with cast members to enhance clarity for both English and Spanish speakers. Despite the seemingly disjointed nature of rehearsals, especially when not everyone is practicing the same scene at the same time, one of the most thrilling moments in the process occurs during the first full run-through of the show. A run-through is usually a stop-and-go process so that questions can be asked and instructions can be given. But this marks the beginning of the production coming together cohesively and all the narratives start to make sense!  During this run-through, scenes are block, group songs are rehearsed, character portrayals are refined and technical challenges are dealt with.

6. Marketing Plan

Once the show is in full swing, each person involved in the production must sign a contract and cast photos are taken.  Bios are written for advertisements, and posters, banners, lonas and flyers are created by our graphic designer and sent to the printer. The show is listed in the website, along with a description and a poster, and there is a strict schedule for when it is to be advertised on Social Media. All this has to begin at least two months before the show opens so that the show can be adequately advertised prior to opening.

7. Set Design and Construction:

The dedicated team tasked with the creation of the set puts their collective expertise into action, meticulously crafting the tangible world that forms the backdrop of the production. Their varied job involves not just making detailed backgrounds but also choosing and making objects and parts of the set with great care. By working closely with the director, their aim is not only to enhance the visual storytelling but also to ensure that every element of the set serves the practical needs of the cast and crew, facilitating a seamless and efficient production process.

8. Costume Design and Creation:

The costume designer collaborates with the director and cast to develop the look and feel of the characters. They select or create costumes that reflect the period of the show, the setting, and the personality of each character, while also considering practicality and comfort for the performers.

9. Technical Rehearsals:

In a “perfect” world, once the cast has had the chance to have a few “run-throughs” of the show, without interruption, a technical rehearsal is scheduled that focuses on combining all of the technical elements of the production, including lighting, sound, special effects, and some scene changes. This tech rehearsal often takes many hours, but it allows the light/sound crew to work out the lighting cues, sound cues, and special effects and set changes by having the cast move from scene to scene without actually acting. This phase allows the crew to fine-tune their cues and transitions and ensures that everything runs smoothly during performances.

10. Dress Rehearsals

Dress rehearsals give the cast an opportunity to run through the entire show (hopefully with no stops) in costume, with all technical elements, costumes, props, etc. in place. This final rehearsal stage allows for any last-minute adjustments and helps build confidence and cohesion among the performers.

11. Performances:

After weeks or months of preparation, the musical finally takes the stage for its run of performances. By now, the cast and crew have become good friends and work together to deliver wonderful performances, entertaining audiences, and bringing the magic of the theater to the stage!.

Despite the challenges and hard work involved, the experience of bringing a Broadway musical to the stage, it can be an incredibly rewarding experience for everyone involved.