Embedded Files
Time table
Time table
The production schedule's time table is used for detailed overview of what is going on before, during and after the event. This document is a crucial communication tool for everyone involved in the execution of the event. Thus it must be distributed to the right people working on the event.
The "before" here refers to what is to happen at the venue before the event. This means that it is building up/setting up on the site/venue before the event's beginning. This can be days or hours before the event - depending on the size and complexity.
The "during" is everything that happens from the beginning of the event (doors open) until the event closes.
The "after" refers to everything that happens after the event ends and until you and the whole production are out of the venue or site. This can be days or hours after the event - depending on the size and complexity.
The planning must be extremely detailed in order to keep track on all activities, elements and people involved.
In the before and after it is usually detailed to the hour, whereas in the during it should be detailed to the minute.
Here you can download the excel sheet template with all the elements presented on this page.
Contact and supplier list
Contact and supplier list
The contact and supplier list is a list with the contact information on everybody who is involved in the execution of the event; suppliers, artists, bookers, hosts, etc.
In the list goes a lot of details;
Company, name, phone no., email, area of responsibility and notes.
This list is a part of the excel sheets document above.
Costs
Costs
In this list you list all the costs that are related to the event's execution.
In the list goes a lot of details;
Post (item/service/goods etc.), Supplier, Price per item, Price in total, notes (e.g. bought on date xx.xx)
This list includes all procurements. These obviously also goes into your budgets.
This list is a part of the excel sheets document above.
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