Scheduling & Calendar Management

This SOP defines how Maryland Productions (MP) and Event Revolution (RV) manage schedules for crew, trucks, warehouse operations, and jobs. Clear and accurate scheduling is critical for avoiding conflicts, ensuring coverage, and keeping operations running smoothly.

Scheduling is a shared responsibility between administrative staff, Project Managers, and department leads.

Purpose

  • Ensure accurate and consistent scheduling across all departments.

  • Prevent conflicts and double-booking of resources.

  • Provide clear visibility into upcoming jobs and workloads.

  • Standardize how schedule changes are communicated.

  • Support operational planning and staffing.

Who This SOP Is For

  • Administrative and office staff

  • Project Managers

  • Department leads

  • Warehouse managers

  • Logistics coordinators

  • Technicians and freelancers receiving schedules

Anyone creating, modifying, or relying on schedules must follow this SOP.

Systems Used

Google Calendar

Primary calendar for jobs, warehouse operations, and administrative scheduling.

Monday.com or Internal Scheduling Tools

Used for crew assignments, task tracking, and job timelines.

Current RMS (MP)

Source of job dates, labor requirements, and resource assignments.

Flex (RV)

Used to reference rental job schedules and logistics.

Email / Slack

Used for schedule communication and updates.

Scheduling Scope

Scheduling includes:

  • Job dates and event timelines

  • Crew call times and assignments

  • Truck and driver schedules

  • Warehouse prep and return windows

  • Rehearsals and site visits

  • Office and administrative coverage

  • Blackout dates and unavailable resources

Scheduling Workflow Overview

  1. Job Scheduling

  2. Crew Assignment

  3. Resource Blocking

  4. Communication

  5. Change Management

  6. Post-Job Review

1. Job Scheduling

  • Job dates are entered as soon as they are confirmed.

  • Include: - Event dates - Load-in and strike windows - Venue information

  • Job entries must match contracts and quotes.

Confirmed jobs take priority over tentative holds.

2. Crew Assignment

  • Assign crew based on: - Availability - Skills and certifications - Role requirements

  • Confirm acceptance from freelancers.

  • Avoid last-minute assignments whenever possible.

Crew availability must be respected.

3. Resource Blocking

  • Block trucks, lifts, and critical resources.

  • Account for prep and return time.

  • Avoid overbooking shared resources.

  • Coordinate with warehouse schedules.

Unblocked resources lead to conflicts.

4. Communication

  • Communicate schedules clearly and early.

  • Use consistent channels.

  • Include: - Dates - Call times - Locations - Roles

  • Confirm receipt when required.

Assume nothing.

5. Schedule Changes

  • Schedule changes must be communicated immediately.

  • Update all relevant systems.

  • Notify affected personnel directly.

  • Confirm acknowledgments for critical changes.

Uncommunicated changes are unacceptable.

6. Conflicts & Escalation

  • Identify conflicts as early as possible.

  • Escalate unresolved conflicts to management.

  • Prioritize safety and confirmed commitments.

  • Document resolution decisions.

Conflicts must be resolved, not ignored.

Blackout Dates & Availability

  • Track unavailable dates for staff and freelancers.

  • Honor approved blackout dates.

  • Update availability regularly.

Accurate availability prevents failures.

Post-Job Review

  • Review scheduling effectiveness after major jobs.

  • Identify recurring issues.

  • Adjust workflows as needed.

Continuous improvement matters.

Responsibilities

Administrative Staff

  • Maintain calendars and scheduling systems.

  • Coordinate communication.

  • Monitor conflicts.

Project Managers

  • Define job timelines and needs.

  • Confirm crew assignments.

  • Manage changes.

Department Leads

  • Verify staffing and resource needs.

  • Flag conflicts early.

Technicians & Freelancers

  • Maintain accurate availability.

  • Respond promptly to scheduling requests.

Quality Control

  • Schedules reviewed regularly.

  • Conflicts resolved before job start.

  • Changes documented and communicated.

  • Systems kept in sync.

Good scheduling prevents crises.