How to Run a Drama Program That Doesn’t Run You - How to actually use student leaders

If you’re exhausted, overwhelmed, and feel like you’re holding the whole program together with duct tape (or rather, spike tape) this is the best-kept secret in school theater.

Drama teachers do it all. We run full theater programs, often without a technical director, producer, or costumer, and usually without any full-time hired staff to help us pull it all together. And yet, somehow, we always make it happen, show after show.

But it can be so overwhelming. You’re often the last car in the parking lot, and you might even wonder if it’s all worth it.

And somehow, it always is. You see the incredible work your students create, the joy they experience on stage, and you remember your own joy when you were a student in theater.

So how do we keep up this crazy schedule—bringing the magic of live theater to students and audiences—without burning out?

The secret is making your students the leaders in your program.

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Why Student Leadership Changes Everything

You’re still the producer, director, and CEO of your program. But when you can delegate key tasks to your students and equip them to do those tasks well, everything changes.

Parent volunteers, fellow teachers, and stipended support positions are wonderful when you have them, and I’ll be creating future posts and videos about organizing those efficiently. But today we’re focusing on the people already in your program: your students.

They have the most stake in your success. It’s their theater experience, and they do it because they love it. When you give them genuine leadership opportunities, it’s invaluable for both them and for you.

Some students may even discover future careers through these experiences. But it only works if they’re truly equipped and organized.

If you’re constantly chasing students down, reminding them of deadlines, or fixing half-finished jobs, you’ll just create more work for yourself. The goal isn’t to have student leaders in name only—it’s to have student leaders who are effective.

How to Build Efficient Student Leaders

I’m putting together a full collection of the systems and templates I’ve developed over the years for training and organizing student leaders—possibly as a larger product or even a course. If that’s something you’d find useful, let me know. Your feedback will help me decide how best to package it.

But here’s where you can start right now.

1. Hold an Application Process

Instead of just taking volunteers, create an application for student leadership positions—even for returning students.

Ask about their experience, why they want the role, what they bring to the table, and which skills they want to use. The process itself filters for commitment. It’s their version of an audition, and it immediately raises the level of professionalism.

Make these roles feel prestigious. Encourage some friendly competition so that students take them seriously and feel proud to earn them.

2. Plan Backwards and Set Up Production Meetings

Just as you plan backwards from opening night to create a rehearsal schedule, do the same for your production team.

Start with a pre-audition production meeting to outline roles, responsibilities, and major deadlines. Then schedule weekly check-ins throughout the process.

These meetings are vital. They’re where accountability happens and where students can ask for help or make adjustments. It also models real-world theater collaboration. In professional productions, lighting and set designers coordinate to ensure that their creative choices align with the director’s vision—and your students should experience that, too.

3. Follow Through with Regular Check-Ins

Beyond weekly meetings, build in at least one design run-through so your student designers can see a rehearsal and make informed choices.

And here’s one big mistake to avoid: make sure your students understand that all major decisions still need your approval.

That’s not about being controlling. It’s about professionalism. In the real world, designers always check in with the director or producer. You’re teaching them how the chain of command works while keeping your production cohesive and consistent.

4. Define and Support Student Roles

Here are the roles I most often fill with students:

• Stage Manager

• Student Designers (Lighting, Costumes, Sound, etc.)

• House Manager

• Set Painters or Builders (with adult supervision)

• Assistant Choreographers

Where possible, pair students with an adult mentor—a stipended staff member, parent volunteer, or experienced student from a previous year.

If you’re just starting to introduce leadership roles, begin small. Look at your production needs and pick three to five positions that would have the most impact. For example, Stage Manager, Lighting Designer, and Student Costumer.

Train those students thoroughly before expanding further.

Quick Recap

1. Plan ahead and identify your most critical production needs.

2. Assign and train the right students for leadership roles.

3. Hold weekly production meetings for accountability and collaboration.

4. Schedule at least one design run-through.

5. Require director approval for major choices to maintain cohesion.

Once this system is in place, you’ll wonder how you ever did it all yourself. Your shows will improve, your students will take real ownership, and your workload will finally feel lighter—because you’re no longer carrying it alone.

Happy teaching, happy directing, and break a leg.

FREE Bonus - Download the Drama Classroom Toolkit

Rehearsal and Audition Resource Bundle - Save 20%