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Production Schedule Template

This editable Excel production schedule template helps production managers sequence show activities, track changes and keep key contacts visible. Use milestones for readiness gates, schedule rows for load-in through strike, and a run sheet, call sheet or broadcast rundown for the issued execution plan. The workbook includes Start Here, Production Schedule, Change Log and Contacts sheets so crews can maintain one live timing source through rehearsals, load-in and show day.

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Format
XLSX
Difficulty
Intermediate
Time
30 min
Stage
Run

What this resource helps you do

  • Capture the essential production schedule template inputs in one place
  • Hand off a consistent template across event operations owners
  • Reduce last-minute gaps before the run milestone
  • Reuse the structure for the next event operations cycle

When to use this resource

  • When building the first production timeline
  • During technical rehearsals and schedule revisions
  • When circulating an owned schedule to crew leads

What is included

  • production-schedule-template.xlsx
  • XLSX download package
  • Start Here: Orientation for completing the workbook.
  • Production Schedule: Timed production activities and owners.
  • Change Log: Record of schedule changes.
  • Contacts: Key production contacts.

Information required before starting

  • Show running order and technical dependencies
  • Schedule owner, dependency owner and change authority
  • Crew and vendor contacts
  • Known constraints and blackout windows

What you produce

  • Working production schedule
  • Change log of schedule revisions
  • Contacts list for production communication

Who this is for

This resource is designed for Event organisers, Operations managers and production-manager who need a practical, reusable document for event operations.

  • production manager

    Owns the live schedule and change control.

  • operations manager

    Aligns operational dependencies with production timings.

Event-type use cases

  • festival

    Supports multi-stage production timelines and change tracking.

  • conference

    Helps sequence build, rehearsal and session technical cues.

How to use this resource

  1. 1

    Set context on Start Here

    Enter show identity, the Schedule owner, each Dependency owner and the Change authority before building rows.

  2. 2

    Build the Production Schedule

    Add timed activities, dependencies and owners.

  3. 3

    Log changes

    The Change authority records approved revisions in the Change Log and identifies recipients whenever timings move.

  4. 4

    Keep Contacts current

    Maintain reachable leads for each production area.

Common mistakes to avoid

  • Changing timings without a change log entry — Every schedule move should create a Change Log row.
  • Missing owners on critical cues — Assign an owner on every Production Schedule row that can delay doors or show start.
  • Separating contacts from the schedule file — Keep the Contacts sheet updated in the same workbook.

Download files

Unlock this resource above to download every included file. Companion files do not need a separate form.

Production schedule workbook — editable XLSX

Excel workbook with Start Here, Production Schedule, Change Log and Contacts sheets.

When to choose it: Use as the live production schedule file through rehearsals and show delivery.

XLSX · 11 KBLocked

Continue your planning workflow

← Previous stepPost-Event Ops Debrief TemplateNext step →Purchase Order & Replenishment ChecklistNext step →Accessibility Communications KitNext step →Accessibility Planning WorkbookRelatedEvent Production Checklist for Live Event DeliveryRelatedCall Sheet vs Run Sheet vs Broadcast Rundown

Take this workflow into EventSuite

Replace manual files with live event operations connected across ticketing, vendors, marketing, and reporting.

Get startedStart your setupConnect your event operations to EventSuite — ticketing, vendors, marketing, and analytics in one platform.Talk to usBook a demoSee how EventSuite can replace spreadsheets and manual processes for your events.

Event management

Run events end-to-end from brief to post-event reporting.

Production operations

Run-of-show, scheduling, and live event coordination.

Frequently asked questions

Frequently Asked Questions

Is this an Excel file?+

Yes. The primary asset is an editable workbook with Production Schedule, Change Log and Contacts sheets.

How is this different from a run sheet?+

A production schedule focuses on production sequencing and change control; run sheets often emphasise show-call cues and communications.

Can multiple leads edit it?+

Yes, but appoint one schedule owner so Change Log entries stay consistent.

When should a schedule change be logged?+

Log changes that affect sequencing, dependencies, calls, access or handoffs. Record the decision source and notify affected owners of revised timing.

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