Production Plan

When developing a production plan, some basic considerations go along with producing an event, particularly one taking place outdoors. The length of your timeline and amount of resources needed will differ greatly depending on the scale of your event – a summer long festival compared to a weekend celebration. A good production plan needs to answer some of the following questions:

1. When - Timeline

• What needs to get done? By when does each item need to be done?
• When should we get started?
• How far in advance does the location need to be booked?
• When does the promotion and outreach start?

2. Where - Park and Community

• What is the right location?
• What kind of permits will be needed?
• Will the audience use public transit and how close is the park to the nearest route?
• Is there enough parking space for people who will drive?
• Is the space large enough for the program you’re planning or cozy enough for your storytelling circle?
• What kind of infrastructure will be needed?
• What kind of accessibility accommodation will be needed?

3. Who - Artists and Staffing

• What artists will you program? How will you contact them?
• How do you deal with artists’ contracts?
• What human resources (staff and volunteer) will be needed?
• How will staff/volunteers be recruited?
• Who will manage and coordinate volunteers?
• What kind of Event Crew will be needed?

4.  How - Producing, Communications and Outreach

• How will the event be advertised? Who do you want to reach?
• What message do you want to convey about the event?
• What channels will be used to get the word out about what you’re doing?
• What insurance will be needed?
• What permits and regulations apply to the event?
• What about weather contingency plan? When should an event be cancelled?