Production Values
Producers at IN embody four core identities:
- Facilitator / Steward of Work: We shepherd work from ideation through activation, providing guidance and collaborative/creative solutions to ensure every activation comes to life as envisioned — and better.
- Creative Problem Solver: We think ahead, come prepared with solutions to inevitable pivots, think outside the box, respond quickly, and communicate the path forward with confidence and detail.
- Collaborative Creator: We understand the perspectives, goals, and needs of every stakeholder and use that information constructively to bring beautiful and complex experiences to fruition.
- Leader of Quality Execution: We fully own production conversations and bring the knowledge, expertise, and experience necessary to produce the highest quality output while balancing creative execution and budget requirements.
Integrated Team Structure (Co-Leadership)
IN works on an integrated team structure based on co-leadership. Production, Creative, Accounts, and Content team leads act as partners who make up the Project Leadership Team. All are client-facing voices providing respective guidance, expertise, and responsibility.
Think of this less as a hand-hold across teams and more of a baton pass relay race, where each department takes the lead when needed.
Production Broad R&Rs
- Own the OOP budget and have a definitive voice in all elements that affect final numbers
- Ensure all internal approvals are secured and the project team is fully aware and bought in
- Prioritize and ensure success of the activation — timelines, costs, external factors, and client KPIs
- Own ALL production timelines including vendor and onsite schedules (ROS, Production Schedule, Install, Strike)
- Own ALL processes on site — Production must be the facilitator and aware of ALL decisions made on site
Cross-Department Collaboration
| Partnership | Key Responsibilities |
|---|---|
| Production + Accounts | Partners in budget development, maintenance & reconciliation. Production owns OOP; Accounts owns resources. Weekly budget status meetings. Joint reconciliation review before sharing with clients. |
| Production + Strategy/Creative | Partners in responding to the brief against workback. Production ensures creative is feasible in timeline and budget. Pull multiple bids for creative elements. Be collaborative — come with tactical solutions, not just "no." |
| Production + Design | Partners in crafting executional elements. Production works closely with design on consumer experience elements. Explore tactics, materiality, build methods. Continuous dialogue on feasibility from budget and timing perspective. |
Day-to-Day Production Tools
- Production Workbook: One-stop-shop for production info — Timeline, Hotsheet, Asset Grid, Production Schedule, ROS, Callsheet & more
- Budget Tool: Co-owned by Production and Account leads. See the Budget Template & Process SOP for details.
- Pre-Production Phasing SOP: Production expectations for 3 weeks out in pre-pro
- IN Hotsheet: Standardized task management tool in the Production Workbook
- Vendor Database: Database of vendors old and new — if you have a vendor you like that isn't here, add them!
- NDA: Everyone we talk to (including all vendors) should be under an NDA with us (use DocuSign)
Budget Tool Ownership
The project budget tool is co-owned by the Production and Account lead. The Production lead is responsible for:
- Weekly budget status meetings with Accounts
- Ongoing personal review of the budget
- Regular share-out of budget updates with your manager
- Direct management of the Out Of Pocket (OOP) section
Tip: Budget tool management will take a few tries. Schedule extra reviews with your manager and production lead past onboarding.
Communication Approach
The production department adopts a communication style built on four pillars:
- Knowledge: Extensive knowledge across event production, fabrication, logistics, programming. Respond quickly and spitball real-time solutions.
- Collaboration: Team players who respond positively to bumps, maintain feasibility, and keep production realities in check.
- Confidence: Speak up with conviction. Deliver specialized expertise confidently so teams and clients feel they're in the best hands.
- Clarity & Concision: Communicate clearly and succinctly so teams can move into next steps and avoid spin.
Onsite Daily Recap Email
Send your production leadership a daily recap each day/night the team wraps. Include:
- In Progress Photos
- Topline Flags & Changes: What alarms were raised and what changes are needed?
- EOD Accomplishments: Rundown of progress made
- Next Steps & Goals: Priorities for the next day
Task Management & Hotsheets
- Regular status meetings (30 min, use hotsheet as guide)
- Daily hotsheet updates with: Team Member Responsible, Priority Level, Status, Expected Deadline
- Update the sheet the night before your status meeting
Meeting Cadence
| Meeting | Frequency | Duration | Details |
|---|---|---|---|
| All-Team Weekly | Weekly | 1 hour | Wins, Watch outs, Discussion Topics, Admin reminders. Leader alternates between acct/BD leadership. |
| Weekly 1:1 | Weekly | 30 min | With direct manager. Program updates, minor challenges, guidance, feedback. Try to avoid cancelling. |
| Sr Producer Meeting | Weekly | 30 min | With Department Head. Situational items, challenges, growth and feedback opportunities. |
Expenses for Production
With Corporate Card (Expensify)
All IN-related charges must go on the corporate card, not personal. See the Expensify SOP for the full process. Set time with your manager when your first report is due.
Without Corporate Card (Personal Expense Report)
Submit personal expense reports to your manager and finance for approval. See the Expense Reporting & Reimbursement Guide.
Growth & Development
- Weekly 1:1s: Use for growth questions, concerns, and live feedback from your manager
- Annual Review: Robust review process with goals and roadmaps. HR communicates timing at least 1 month prior.
- IN Play: A program investing in development and wellbeing through collaborative skill-building and team-building activities outside day-to-day work.
Agency Resources
- Notion: The IN Notion page is a great resource for agency documents, updates, and processes
- Office Manual: All office how-to's compiled in one SOP doc
- Town Halls: Quarterly meetings to keep the agency updated on work, new hires, goal tracking
- INSights: Monthly newsletter highlighting past month's work, shoutouts, and cultural highlights