Well, the back story is I work on pretty big classical theatre pieces (although I have done this a lot when I used to do musicals, which seems like a whole life ago.) This is a non-union crew situation.
We meet the last week in the rehearsal process, my staff and the run crew chief and the prop crew chief with Pizza or Chinese food - we usually plan on 2 hours. Ideally, this is right after the crew has seen a run - but sometimes that gods are not happy and we can't schedule it that way.
I had out my scene by scene and the run book (which goes by many names - but it's the backstage run crew assignments - which is every prop move, every entrance by an actor, every scene change, quick changes, all the fire tracking, all the blood tracking, all the rail moves, all the automation crew . . . everything.) We go through the show scene by scene and go over the major set changes, blood issues, and tricky spots (Like crew member B will have to RUN from the trap run to the fly rail in about half-a-page . . .). It brings the crew up to speed and we can problem solve before we actually get to the theatre. We also work on any backstage storage issues here. It can also allow the automation person to get a jump on programming a rough version of automation.
When I am calling a big show, I can't really get into the nitty gritty of how the backstage is run - so, this is really my last time to take the time and discuss specifics of backstage life.
The whole meeting is probably 90% of me or my assistants downloading information and 10% discussion. I do find it very interesting because sometimes, even from the team being in the room during rehearsal, when we go over this for the crew, some aspect of the change will become clear ("I never knew that's when that was going to fly in.")
I know it sounds like a pain, and probably a needless meeting to some, but at the end of the day, if it saves 2 hours of tech time and added stress, it's worth it to take the time to go over all this outside of the tech time.