What Is a Production Schedule?
The Production Schedule is the day-by-day, time-blocked schedule for all event activities. It covers prep days, load-in, live days, and strike. Unlike the ROS (which focuses on the live show), the Production Schedule covers the full operational window.
When to Create It
- Draft: As soon as venue access hours are confirmed
- Final: 1 week before load-in
- For multi-market tours, create a separate tab per market
Structure
Columns: START TIME, END TIME, ACTION, LOCATION, WHO, NOTES
Sections (one per day):
- PREP — DAY - MM.DD.YY
- LOAD IN — DAY - MM.DD.YY
- LIVE DAY 1 — DAY - MM.DD.YY
- LIVE DAY 2 — DAY - MM.DD.YY (if applicable)
- STRIKE — DAY - MM.DD.YY
How to Fill It Out
Step 1: Block the Big Moments
- Venue access start/end for each day
- Crew call times
- Vendor arrival windows
- Doors open / doors close
- Strike start / venue must be clear by
Step 2: Fill in Load-In Sequence
Work backwards from doors open:
- Fabrication/scenic arrives and installs
- AV setup (power, lighting, audio, video)
- Graphics/signage installation
- Furniture and decor placement
- F&B setup
- Tech rehearsal / sound check
- Final walkthrough
Step 3: Fill in Live Day Operations
- Crew call and breakfast
- Pre-open checklist and briefing
- Doors open
- Shift changes (if applicable)
- Crew lunch
- Doors close
- End-of-day reset or partial strike
Step 4: Fill in Strike
- Reverse of load-in: decor out first, then AV, then scenic
- Packing and labeling for shipping
- Venue walkthrough and damage check
- Truck loading
- Venue handback
Best Practices
- Always include WHO — every action needs an owner
- Build in buffer time between major activities (things always take longer than planned)
- Include crew meal times — hungry crew = bad decisions
- Note any venue-specific restrictions in the NOTES column (noise curfews, elevator access, loading dock hours)
- Share with all vendors so they know their arrival windows