Event Production Schedule Template | Multi-Day Load-In to Load-Out Timeline, Automatic Timing, Crew Hours, Dashboard | Excel

PRODUCTION SCHEDULE
The multi-day on-site master. Advance, build, show and strike, with the timing and the crew hours calculated.

Load-in, build, doors, show, load-out. Every production lives or dies on the timeline, and a schedule that lives in your head is a schedule nobody else can run.

This is the file the whole team works off. One row per activity, across every day of the production, with an owner, a status, a priority and a crew count on each line. Type a date and a duration and the workbook does the arithmetic.

WHAT IT ACTUALLY DOES
Put a time in HARD TIME on the first row of each day, then type durations in minutes. Every start and end time down that day calculates itself. Move one duration and the rest of the day moves with it.

The clock resets at every new date, so a build day that ends at 11 PM does not push the next morning's crew call. Days that run past midnight are handled correctly in both directions.

Enter a crew count on each row and the Day Summary multiplies crew by duration and gives you the crew hours for that day. That is the number you hold a labour quote against.

SIX TABS
00 Start Here. A short walkthrough inside the file.
01 Event Setup. Show date, load-in and load-out, venue, loading dock and freight, wifi, on-site emergency contact, nearest emergency room, and the key contacts everyone will call you about.
02 Production Schedule. The master. Date, phase, hard time, start, duration, end, activity, department, responsibility, crew, location, status, priority and notes. One hundred rows.
03 Day Summary. Calculated. First call, last out, elapsed hours, activities, crew hours, completed and blocked, for each of up to thirty-one production days.
04 Dashboard. Calculated. Total crew hours, longest day, heaviest day, percent complete, and every line that is missing something.
05 Distribution. Who has the schedule, in what format, which version, and when they last got it.

THE DASHBOARD TELLS YOU WHAT IS MISSING
Anything blocked. Critical items still open. Lines with no date, no owner, no duration or no crew count. Days with no start time. Any date on the schedule you have not listed on the Day Summary, so its hours are never quietly left out of your totals. Text typed into a field that has to be a number.

Every check stays blank until you have started the file, so a fresh workbook does not tell you everything is fine before you have typed anything.

A FOUR DAY WORKED EXAMPLE IS ALREADY IN IT
Advance, load in, show day and strike. Twenty-seven activities, real durations, real crew counts, a show day that runs past midnight, and a distribution log. Read it, then type over it.

WHO IT IS FOR
Event producers, venues, stage and production managers, hospitality teams, agencies and cultural institutions. Anyone who calls load-in.

HOW IT DIFFERS FROM THE RUN OF SHOW
This file works in days: every activity across the whole production, by department, with crew counts. The Run of Show works in minutes: show day only, cue by cue, for the person on headset. Build this one first. The show day rows here become the Run of Show.

BUILT TO SURVIVE A REAL DAY
Calculated cells are locked so a formula cannot be typed over by accident. There is no password, so you can unprotect any sheet if you want to change something. Filtering stays available. Deleting a line in the middle of a day does not break the timing for everything after it.

WHAT YOU GET
Production_Schedule.zip, three files.
Production_Schedule.xlsx, the workbook, six tabs.
START_HERE.txt, a short setup guide.
Complete_Your_System.docx, what else is in the shop and where it overlaps with what you already own.

COMPATIBILITY
Built and tested in Microsoft Excel.

ALSO IN THE EVERYTHING BUNDLE
This workbook is one of the templates inside The Everything Bundle, nineteen files in one download at $79. If you are buying several singles, compare the two before you check out. You never need both.

COMPLETE YOUR TOOLKIT
Once the schedule is running, the Run of Show and the Production SOP are the natural next two.

FAQ
What format is it? An editable Excel workbook (.xlsx).
Is anything shipped? No. Instant digital download.
Can I brand it? Yes. Add your logo and colours.
How many days does it hold? One hundred activity rows across up to thirty-one production days. If you go past that, the Dashboard tells you rather than dropping the day silently.
Can I use it for a one-day event? Yes. Enter one date.

NOTE: Digital product. Nothing is shipped. All sales are final. Trouble with a file, reach out and I'll make it right.

LICENSE: For use within your own business or organization. No resale or redistribution.

THE PRODUCER SHOP
We believe thoughtful systems create extraordinary experiences.