What is a Theatre Consultant, and How Can They Help?
Theatre consultants occupy a specialized niche in the performing arts industry. For educational theater technical directors, understanding what consultants do, when to engage them, and how to evaluate their qualifications can mean the difference between a facility that supports your program safely and effectively and one that becomes a persistent source of problems and liability.
This article examines the scope of theatre consulting, the credentials that matter, when educational institutions genuinely need consultant services, and how to work with consultants effectively to maximize value while managing costs.
Defining Theatre Consulting
A theatre consultant is a specialized professional who provides expert advisory services for the planning, design, specification, installation, and commissioning of theatrical systems and facilities. Unlike contractors who install equipment or inspectors who evaluate existing conditions, consultants typically work during the design and specification phase of projects to ensure that systems meet operational requirements, comply with applicable codes and standards, and align with available budgets.
The distinction matters because these are fundamentally different services with different liability structures, different deliverables, and different points in the project lifecycle. An inspector evaluates what exists and identifies deficiencies. A contractor builds or installs based on specifications. A consultant develops those specifications and provides owner representation during design and construction to ensure the owner’s interests are protected.
Theatre consulting encompasses several distinct practice areas, though many consultants work across multiple domains:
Architectural acoustics and noise control. This involves room acoustics design, sound isolation between spaces, mechanical system noise control, and electroacoustic system design. Consultants in this area typically hold advanced degrees in acoustics or physics and may be members of the Acoustical Society of America or the Institute of Noise Control Engineering.
Theatrical systems design. This covers rigging systems, stage machinery, theatrical lighting systems, audio systems, video systems, intercommunication systems, and control networks. This is the domain most relevant to educational theater technical directors.
Audiovisual systems design. While overlapping with theatrical systems, AV consulting often focuses on installed systems for presentations, videoconferencing, and content distribution rather than live performance. The Audiovisual and Integrated Experience Association (AVIXA) provides certification for AV professionals through the Certified Technology Specialist (CTS) program (AVIXA, 2024).
Facility planning and programming. This involves defining operational requirements, developing space programs, creating functional adjacency diagrams, and translating artistic and educational mission into buildable requirements.
The scope of services varies dramatically based on project type and complexity. A consultant engaged for new construction of a performing arts center provides different services than one reviewing rigging specifications for a high school auditorium renovation.
What Theatre Consultants Actually Do
The tangible deliverables from theatre consulting engagements typically include:
Programming and needs assessment. Before design begins, consultants work with stakeholders to define requirements. For an educational theater, this means understanding what types of productions you stage, how many performances per year, what technical complexity your program requires, what your students need to learn, and what operational constraints you face. The consultant translates these operational needs into technical requirements that architects and engineers can design to.
Design development and review. Consultants develop or review designs for theatrical systems. This includes creating rigging plots showing line sets, electrics, and structural loads; developing lighting systems with circuit counts, dimming, and control; designing audio systems with coverage patterns, signal flow, and processing; and specifying video, intercommunication, and other support systems. For projects where the consultant is not the primary designer, they provide independent review to identify issues before construction.
Specifications and contract documents. Consultants prepare technical specifications that define exactly what equipment must be provided and how it must be installed. Specifications reference applicable standards such as ANSI E1.6-1 for rigging systems (Entertainment Technology Association, 2019) and NFPA 70 for electrical installations (National Fire Protection Association, 2023). Well-written specifications reduce ambiguity, establish clear acceptance criteria, and provide the basis for fair competitive bidding.
Bidding and procurement support. Consultants assist with bid evaluation, contractor qualification review, and negotiation. They identify problematic submittals, clarify technical questions, and help owners understand the implications of alternative products or value engineering proposals.
Construction administration and commissioning. During installation, consultants review shop drawings, observe installation work, witness factory and field testing, and verify that systems operate as specified. Commissioning includes developing test procedures, documenting system performance, training operators, and producing operations and maintenance documentation.
Inspections and evaluations. For existing facilities, consultants perform comprehensive evaluations identifying code violations, safety deficiencies, maintenance requirements, and functional obsolescence. This differs from code compliance inspections performed by authorities having jurisdiction or rigging inspections performed under ANSI E1.6-1, though consultants may hold credentials for those specialized inspections as well.
The value consultants provide lies not just in technical knowledge but in independent advocacy for the owner’s interests. A consultant working for the school district owes loyalty to the district, not to the architect, contractor, or equipment vendor. This independent position allows consultants to identify problems, challenge questionable decisions, and ensure that the owner receives what was promised.
Credentials and Qualifications That Matter
The theatre consulting industry lacks universal licensure requirements, creating wide variation in qualifications. This makes credential evaluation critical.
ETCP certification. The Entertainment Technician Certification Program, administered by the ESTA Foundation, offers recognized credentials for rigging and entertainment electrics (Entertainment Technician Certification Program, 2016). The Certified Rigger – Theatre credential requires a minimum of 30 experience points documenting hands-on work in theatrical rigging, passing a written examination covering rigging theory and applicable standards, and renewal through continuing education every five years.
However, ETCP certification presents a specific challenge for consultants. The certification is designed for operators and technicians actively working in the field. Consulting work alone does not generate the experience points required to sit for the examination, as points are awarded for activities such as installing rigging systems, performing load-ins, running shows, and conducting inspections under supervision. A consultant whose practice consists entirely of design, specification review, and project oversight may lack the hands-on operational experience that ETCP certification validates.
This creates a paradox: ETCP certification demonstrates valuable competency for consultants, but consultants who specialize exclusively in consulting may be unable to obtain it. Conversely, certified riggers working primarily as operators may lack the design documentation, specification writing, and project management skills that consulting requires. Evaluate ETCP certification as one indicator of technical knowledge, particularly for consultants who maintain active operational practice, but recognize that its absence does not necessarily disqualify consultants who bring other relevant credentials and demonstrated project experience.
The Certified Entertainment Electrician ETCP Certification similarly validates knowledge of theatrical electrical systems, dimming, control, and applicable codes, with the same experience point requirements and operational focus.
Professional engineering licensure. Many jurisdictions require that structural calculations for rigging systems be performed or reviewed by a licensed professional engineer. Some require PE involvement for electrical system design above certain complexity thresholds. For projects involving structural modifications to buildings or new construction, PE involvement is typically mandatory. Consultants who hold PE licenses can provide this service directly. Those who do not must coordinate with structural and electrical engineers, which adds interfaces and potential communication gaps.
CTS certification. AVIXA’s Certified Technology Specialist credential (AVIXA, 2024) validates knowledge of audiovisual systems design, installation, and management. For consultants working on integrated systems involving video, audio distribution, control systems, and networked devices, CTS certification demonstrates relevant expertise. The credential alone does not qualify someone for theatrical consulting, but it indicates competency in related domains.
Acoustical Society of America membership. For consultants claiming acoustics expertise, membership in professional societies and publication record indicate depth of knowledge. Acoustics is a rigorous technical discipline requiring advanced education. Be skeptical of consultants claiming acoustical design capability without appropriate credentials.
Experience and portfolio. Regardless of certifications, evaluate the consultant’s actual project experience. Have they worked on projects of similar type, size, and complexity? Can they provide references from educational institutions? What problems have they encountered and how did they solve them? A consultant with extensive professional theater experience may struggle with the specific constraints of educational settings, while someone specializing in K-12 facilities understands those operational realities.
Insurance and liability. Professional liability insurance (errors and omissions coverage) is essential. Consultants provide professional advice for compensation. If that advice proves wrong and causes financial harm, the client needs recourse. Ask about insurance limits and whether coverage is occurrence-based or claims-made.
Red flags include consultants who claim expertise across unrealistically broad domains without supporting credentials, who cannot provide verifiable references, who offer unusually low fees suggesting inadequate scope or staffing, or who have financial relationships with equipment vendors that create conflicts of interest.
When Educational Theaters Need Consultants
Consultant services cost money. Educational institutions operating on limited budgets must allocate resources carefully. This requires understanding when consultant involvement provides genuine value and when it represents unnecessary overhead.
New construction and major renovations. Any project involving new theatrical systems, structural modifications for rigging, significant electrical upgrades, or acoustical treatment benefits from consultant involvement. The International Building Code classifies theatrical spaces as Assembly Group A occupancies with specific life safety requirements (International Code Council, 2021). Theatrical rigging systems must comply with ANSI E1.4 for manual counterweight systems (Entertainment Technology Association, 2011) or ANSI E1.6-1 for powered hoists (Entertainment Technology Association, 2019). Electrical systems must meet NFPA 70 Article 520 requirements for theaters (National Fire Protection Association, 2023). Getting these systems right during design prevents expensive corrections later.
The consultant’s role in these projects is protecting your interests against value engineering that compromises functionality, identifying coordination issues between architectural, structural, and theatrical systems before they become field problems, ensuring specifications are complete and unambiguous, and verifying that what gets installed matches what was specified.
For a typical high school auditorium renovation, consultant fees might represent 5-8% of the theatrical systems budget. That investment purchases expertise that prevents specification errors, catches installation deficiencies before they become expensive change orders, and produces documentation that supports safe operation and maintenance. The return on investment is substantial when consultants prevent problems.
Equipment replacement and upgrades. When replacing major systems such as rigging, lighting, or audio, even without broader renovation, consultant involvement can ensure appropriate equipment selection, proper installation, and complete documentation. Educational TDs often lack time to research options thoroughly, develop detailed specifications, and manage competitive procurement. Consultants provide that capacity.
The risk of not using consultants for equipment projects is purchasing systems that do not integrate with existing infrastructure, accepting incomplete installations that leave functionality gaps, or receiving inadequate documentation and training that compromises long-term operation. A consultant ensures that procurement documents clearly specify deliverables and that vendors actually deliver them.
Safety audits and inspections. ANSI E1.6-1 requires annual inspections of overhead rigging systems by trained inspectors (Entertainment Technology Association, 2019). While this does not necessarily require an outside consultant—properly trained staff can perform these inspections—many educational institutions lack personnel with appropriate qualifications. Consultants who hold ETCP Certified Rigger – Theatre credentials and have specific inspection training can perform these required inspections and provide documentation of compliance.
Beyond required inspections, comprehensive safety audits evaluate the full range of technical systems for code compliance, operational safety, and maintenance needs. These audits identify deferred maintenance, obsolete equipment, code violations, and emerging problems before they cause incidents. For institutions where the technical director is also teaching, directing, and managing other responsibilities, an outside audit provides objective assessment that internal staff may lack time to perform.
Expert witness and litigation support. If an incident occurs and litigation follows, consultants provide expert testimony regarding standard of care, code compliance, and technical causation. This is a specialized service requiring specific expertise and experience with legal proceedings. The need is rare but critical when it arises.
When consultants add limited value. Not every project needs consultant involvement. Replacing conventional lighting instruments with identical units, purchasing standard soft goods from a reputable theatrical dealer, or performing routine maintenance does not require consultant services. The technical director’s professional judgment suffices for these routine operational decisions.
The determining factors are technical complexity, financial magnitude, code compliance implications, and available internal expertise. A consultant provides value when the project exceeds your internal capacity to specify, procure, and verify correct installation, when mistakes would be expensive to correct, or when independent verification protects against liability.
The Economics of Consultant Services
Consultants charge for their time and expertise. Fee structures vary but typically involve one of several models:
Hourly fees. Consultants charge an agreed rate for time spent on the project. This works well for small projects with uncertain scope, but creates budget uncertainty for the client. Hourly rates for qualified theatre consultants typically range from $150 to $300 per hour depending on experience, credentials, and geographic location.
Lump sum fees. For well-defined projects, consultants propose a fixed fee for specified deliverables. This provides budget certainty but requires clear scope definition. Changes to scope require fee adjustments.
Percentage of construction cost. Some consultants charge fees as a percentage of the theatrical systems budget, typically 8-12% for full services from programming through commissioning. This aligns consultant compensation with project size but can create perverse incentives on budget decisions.
Retainer arrangements. For ongoing relationships, consultants may work on monthly retainer providing defined services and availability. This suits institutions with continuous need for consulting support but insufficient work to justify full-time staff.
Understanding what you are purchasing matters. A proposal offering full design services, specifications, bidding support, and construction administration for 6% of construction cost may represent good value. A proposal offering design only for 10% may not, especially if you then need to pay separately for construction administration.
Compare consultant fees against the cost of mistakes. A $15,000 consultant fee on a $200,000 rigging replacement seems expensive until you consider that specification errors could result in purchasing incompatible equipment, installation deficiencies could require expensive remediation, or inadequate documentation could compromise long-term safety. The consultant’s fee purchases expertise that prevents these outcomes.
Budget for consultant services during project planning. Treating consultant involvement as an afterthought or discretionary expense results in inadequate scope, compressed schedules, and ultimately diminished value. If consultant involvement is worth doing, it is worth funding adequately.
Working Effectively with Consultants
Consultants provide expertise and recommendations. You remain responsible for decisions. Effective consultant relationships require clear communication, defined scope, and appropriate boundaries.
Define scope and deliverables clearly. What specific services do you need? What decisions do you expect the consultant to make versus recommend? What schedule must the consultant work within? What budget constraints exist? The more clearly you define requirements at the beginning, the better the consultant can propose appropriate scope and fee.
Establish decision-making authority. Who approves consultant recommendations? Who can direct scope changes? Who communicates with the consultant on behalf of the institution? For complex projects involving multiple stakeholders, ambiguity about decision authority creates delays and frustration.
Provide access to information. Consultants need building drawings, equipment documentation, maintenance records, and operational information to do their work effectively. Gathering this information takes time. Plan for it.
Communicate constraints honestly. If budget limits exist, tell the consultant what they are. If schedule is inflexible, explain why. If political dynamics affect decision-making, provide context. Consultants can work within constraints but only if they know what those constraints are.
Expect documentation. Professional consultants document their work. Design drawings, specifications, test reports, and commissioning documentation should be clear, complete, and suitable for future reference. These documents become the institutional memory when personnel turn over. Insist on receiving them in usable format.
Challenge recommendations. Consultants have expertise, but they are not infallible. If a recommendation does not make sense given your operational reality, ask why the consultant is proposing it. Good consultants welcome questions and explain their reasoning. Consultants who become defensive when challenged may lack confidence in their recommendations.
Separate consultant and vendor relationships. Some consultants have business relationships with equipment manufacturers or dealers. This creates potential conflicts of interest. USITT’s report on theatrical consulting practices notes that consultant independence is fundamental to protecting client interests (United States Institute for Theatre Technology, 2010). Consultants should disclose any relationships that could influence recommendations. If a consultant also sells equipment or receives compensation from vendors, that fundamentally compromises their ability to provide independent advice.
Selection and Evaluation
Selecting a consultant requires evaluating qualifications, experience, proposed scope, and fee structure. For projects requiring competitive procurement, develop evaluation criteria before soliciting proposals.
Request qualifications. Ask for resumes of personnel who will work on your project, not just the firm principal. What certifications do they hold? What relevant project experience do they have? Can they provide references you can contact?
Evaluate relevant experience. A consultant with extensive experience in professional theaters may produce specifications inappropriate for educational settings. Look for demonstrated experience with projects similar to yours in type, size, budget, and operational context.
Review work product. Ask to see examples of drawings, specifications, or reports the consultant has produced. Are they clear and complete? Do they demonstrate attention to detail? Are they appropriate to the project type?
Check references. Contact previous clients. Ask about the consultant’s responsiveness, quality of deliverables, ability to work within budget and schedule, and whether the client would hire them again. Ask specifically whether promised deliverables were actually provided and whether the consultant’s work prevented problems or created them.
Evaluate proposed scope. Does the consultant’s proposal demonstrate understanding of your project? Does the scope of services cover what you actually need? Are there gaps or unnecessary elements? A boilerplate proposal copied from a different project type suggests inadequate attention to your specific requirements.
Understand fee structure. How is the consultant proposing to charge? What is included in the base fee and what costs extra? What happens if scope changes? Are reimbursable expenses clearly defined?
Assess communication and fit. Consultants must communicate effectively with diverse stakeholders including administrators, architects, contractors, and technical staff. Can this consultant explain technical concepts clearly to non-technical audiences? Do they listen to your requirements or push predetermined solutions?
For small projects, full competitive procurement may be impractical. Even for sole-source engagements, however, evaluate qualifications, check references, and negotiate clear scope and fee structure.
Common Mistakes and Misconceptions
Several persistent misconceptions compromise effective use of consultant services in educational theater.
Consultants are only for large professional projects. Consultant services scale to project size. A small high school auditorium renovation can benefit from consultant involvement just as much as a major performing arts center, though the scope and fee will be proportionally smaller. The determining factor is not absolute project size but the relationship between project complexity and internal institutional capacity.
Any experienced technician can serve as consultant. Technical experience, while necessary, is not sufficient. Consulting requires specific skills in design documentation, specification writing, contractor coordination, and project management that differ from operational technical theater work. ETCP certification, engineering licensure, or other credentials provide some assurance of capability beyond general experience.
Consultants make decisions for you. Consultants advise and recommend. You decide. Attempting to delegate decision-making to consultants creates confusion about responsibility and liability. The consultant’s role is providing the information and analysis you need to make informed decisions, not making those decisions on your behalf.
Consultant fees are wasted overhead. On well-managed projects, consultant fees represent some of the highest-return expenditures. The consultant prevents expensive mistakes, ensures complete and functional installations, and produces documentation that supports long-term safe operation. The cost of not using consultants on complex projects often exceeds the consultant’s fee many times over.
All consultants have the same qualifications. The theatre consulting field includes highly qualified professionals with engineering degrees, decades of experience, and rigorous certification, as well as individuals with minimal credentials claiming expertise they do not possess. Careful evaluation of qualifications, experience, and references is essential.
Conclusion
Theatre consultants serve a specific function in the design, procurement, installation, and commissioning of theatrical systems and facilities. For educational institutions, consultants provide specialized expertise that augments internal staff capacity, protects institutional interests during design and construction, and ensures that systems meet operational requirements while complying with applicable codes and standards.
The decision to engage consultant services requires evaluating project complexity, available internal expertise, budget constraints, and the consequences of mistakes. Not every project needs consultants. Many do.
When consultant involvement is warranted, selecting qualified professionals, defining clear scope and deliverables, establishing appropriate fee structures, and managing the consultant relationship effectively determines whether the engagement produces value or becomes an expensive disappointment.
The most important principle is this: consultants provide expertise and recommendations, but you retain responsibility for your facility and program. Use consultants to inform your decisions, challenge your assumptions, and prevent expensive mistakes. Do not use them as substitutes for professional judgment or as shields against accountability.
Educational theater technical directors face complex responsibilities with limited resources. Knowing when and how to effectively engage specialized consultants is part of managing those responsibilities professionally.
References
Audiovisual and Integrated Experience Association. (2024). CTS certified technology specialist program. https://www.avixa.org/certification/cts
Entertainment Technician Certification Program. (2016). ETCP certification handbook. ESTA Foundation. https://etcp.esta.org/
Entertainment Technology Association. (2011). ANSI E1.4-2011: Manual counterweight rigging systems. ESTA Technical Standards Program.
Entertainment Technology Association. (2019). ANSI E1.6-1-2019: Entertainment technology—Powered hoist systems. ESTA Technical Standards Program.
International Code Council. (2021). International Building Code. https://codes.iccsafe.org/
National Fire Protection Association. (2023). NFPA 70: National Electrical Code, 2023 edition. https://www.nfpa.org/70
United States Institute for Theatre Technology. (2010). Report on theatrical consulting practices. https://www.usitt.org/