Production Schedule
A Production Schedule is a detailed timeline that event planners use to organize and track all activities for an event, from setup to cleanup. Think of it as a master plan that shows when each task needs to happen, who's responsible for it, and how long it should take. It covers everything from when vendors arrive, when equipment gets set up, when rehearsals happen, to when the actual event activities occur. Event planners often call this document a "run of show," "event timeline," or "production timeline." It's essentially a minute-by-minute guide that helps keep everyone involved in the event on the same page and ensures everything runs smoothly.
Examples in Resumes
Created and managed Production Schedules for corporate events with 500+ attendees
Developed detailed Production Timelines coordinating multiple vendors and staff members
Executed complex Run of Show schedules for multi-day conferences
Typical job title: "Event Production Managers"
Also try searching for:
Where to Find Event Production Managers
Professional Organizations
Online Communities
Job Resources
Example Interview Questions
Senior Level Questions
Q: How do you handle last-minute changes to a production schedule during a live event?
Expected Answer: Look for answers that demonstrate leadership, quick thinking, and experience with contingency planning. They should mention having backup plans, clear communication channels with team members, and the ability to make quick decisions while keeping the event running smoothly.
Q: Describe a time when you managed multiple conflicting priorities in a production schedule.
Expected Answer: Strong answers should include examples of managing complex schedules, delegating tasks, using project management tools, and maintaining clear communication with all stakeholders.
Mid Level Questions
Q: What key elements do you include in a production schedule?
Expected Answer: Should mention timing for setup, tech checks, rehearsals, actual show elements, breaks, meal times, and strike/cleanup. Should also discuss including contact information, venue details, and vendor arrival times.
Q: How do you ensure all team members follow the production schedule?
Expected Answer: Should discuss distribution methods, pre-event briefings, communication tools, and ways to track progress during the event.
Junior Level Questions
Q: What software or tools do you use to create production schedules?
Expected Answer: Should be familiar with basic tools like Excel, Google Sheets, or specific event management software. Should understand the importance of clear formatting and easy-to-read layouts.
Q: How do you organize a basic production schedule?
Expected Answer: Should demonstrate understanding of chronological organization, basic timing allocation, and the importance of including all essential elements like setup, event activities, and breakdown.
Experience Level Indicators
Junior (0-2 years)
- Creating basic event timelines
- Coordinating with small teams
- Using schedule templates
- Basic vendor management
Mid (2-5 years)
- Managing multiple vendor schedules
- Handling schedule conflicts
- Creating detailed production timelines
- Running medium-sized events
Senior (5+ years)
- Managing large-scale event schedules
- Leading production teams
- Crisis management
- Multiple event coordination
Red Flags to Watch For
- No experience with timeline creation or management
- Poor attention to detail in scheduling
- Lack of contingency planning
- Unable to demonstrate experience with vendor coordination
- No knowledge of basic event terminology
