# Event production master schedule and handoff register

Editable working sheet (English). Copy this file for your event. The example rows have **no approved times or release decisions**; replace or remove them. The venue and relevant specialist or supplier leads control access, technical checks, safety and accessibility decisions. This sheet records their approved sequence and responses.

## Document control

| Field | Event-specific entry |
| --- | --- |
| Event and site | [Event] — [venue and city] |
| Local date/time zone | [Date range] — [IANA time zone] |
| Master schedule revision | [Version ID] |
| Issued by / issued at | [Role and name] / [date, local time] |
| Decision owner and substitute | [Role and contact path] / [substitute] |
| Distribution and acknowledgments | [Lead / version received / time / open response] |
| Venue's controlled plan | [Title, revision, owner, approved link] |
| Change-report channel | [Where a lead reports a delayed or disputed row] |

## Current source plans

Keep the detailed method in its own controlled document. This table tells the master-sheet editor which version supplied each constraint.

| Plan or approval | Current revision / link | Owner who confirms it | Applies to rows | Confirmed or open? |
| --- | --- | --- | --- | --- |
| Venue access, work zones and handback window | [ ] | [ ] | [ ] | [ ] |
| Supplier delivery and dock appointments | [ ] | [ ] | [ ] | [ ] |
| Installation and technical checks | [ ] | [ ] | [ ] | [ ] |
| Rehearsal call and room use | [ ] | [ ] | [ ] | [ ] |
| Guest-facing run of show | [ ] | [ ] | [ ] | [ ] |
| Strike, collection and venue return | [ ] | [ ] | [ ] | [ ] |

## Master work packages

Use one row for an outcome another team needs to recognize. Record full local dates on overnight work; keep proposed and approved windows separate in source plans. Status choices: **planned / in progress / awaiting acceptance / released / conditional / held / closed**. A row is not released just because its planned end time passed.

| ID | Phase | Date, planned start–end (local) | Exact zone | Checkable outcome or handoff | Performing owner | Predecessor ID / required condition | Receiving owner | Evidence or approval reference | Status | Actual start–end / note |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| PS-01 | Site access | [ ] | [ ] | Approved access received by first crew | [ ] | Venue source version [ ] | [ ] | [ ] | planned | [ ] |
| PS-02 | Build | [ ] | [ ] | Work zone released to next supplier | [ ] | PS-01; supplier-specific condition [ ] | [ ] | [ ] | planned | [ ] |
| PS-03 | Rehearsal | [ ] | [ ] | Room and specified technical elements ready for rehearsal | [ ] | PS-02; specialist confirmation [ ] | [ ] | [ ] | planned | [ ] |
| PS-04 | Guest opening | [ ] | [ ] | Venue-approved guest-facing release recorded | [ ] | Relevant pre-open checks [IDs] | [ ] | [ ] | planned | [ ] |
| PS-05 | Strike | [ ] | [ ] | Guest area released to approved removal plan | [ ] | Event close plus venue/supplier decision [ ] | [ ] | [ ] | planned | [ ] |
| PS-06 | Handback | [ ] | [ ] | Venue receives the agreed space and open-item list | [ ] | Strike and collections [IDs] | [ ] | Venue record [ ] | planned | [ ] |
| PS-__ | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | planned | [ ] |

## Handoff or release decision

Use a separate entry when completion by one team is not enough for another team to start. Do not use this form to make an expert determination; record the designated lead's answer and reference.

| Handoff ID / linked row | Releasing lead | Receiving lead | Agreed receiving condition | Decision and time | Evidence / source | Open action and owner | Affected row IDs | Next update / communicated to |
| --- | --- | --- | --- | --- | --- | --- | --- | --- |
| H-01 / PS-__ | [ ] | [ ] | [ ] | ready / conditional / hold — [local time] | [ ] | [ ] | [ ] | [ ] |
| H-02 / PS-__ | [ ] | [ ] | [ ] | ready / conditional / hold — [local time] | [ ] | [ ] | [ ] | [ ] |

## Collision and change check

Before issuing a revision, compare rows sharing a dock, lift, room, work zone, specialist, escort or communication channel. Then trace every successor of a moved row.

| Changed row / source | What changed and who confirmed it | Same-place or same-person conflict | Downstream rows to review | Decision owner / decision | Revised version and issued at | Leads notified / acknowledged |
| --- | --- | --- | --- | --- | --- | --- |
| [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |

## End-of-work closeout

| Check | Actual result / reference | Open item / owner / agreed follow-up |
| --- | --- | --- |
| Planned and actual phase finish compared | [ ] | [ ] |
| Outstanding supplier collections or property | [ ] | [ ] |
| Venue handback record linked | [ ] | [ ] |
| Final revision archived with change bulletin | [ ] | [ ] |

**Use boundary:** This is an organizer's coordination and evidence register. It is not a venue permit, method statement, engineering approval, crowd-management plan, access assessment or certification of readiness. Use the venue-approved plans and the people authorized to decide those matters.