PE - Implement organizational skills to improve efficiency/workflow SEM A - Operations PI - Develop production schedules for events PI – Schedule tournaments

Define the term production schedule Production scheduling is the management and allocation of resources, events and processes to create goods and services  Detailed timelines that allow your event to flow smoothly  A business adjusts its production schedule based on the availability of resources, client demands and efficiencies. 

Purpose of Using a Production Schedule The goal of production scheduling is to balance client needs with available resources while operating in the most cost- efficient manner Outline all the activities required to prepare for the event To keep the event on schedule with minimal issues To provide timing of tasks – personnel & locations

Components of a Production Schedule Date of the event Key contact information Access to event locations – load in Lights, audio & sound checks Crew/cast arrival times Rehearsal times/breaks Event times Departure times – load out

Factors that Impact Production Scheduling Personnel – absenteeism, lateness or types Materials – wrong types or quantities Equipment/facilities – bathrooms, concessions Utilities – availability, type or distance from venue Environmental conditions Emergency protocol Safety procedures Parking Sight lines Risk assessment/contingency plans

Production-Planning Tools Knowledgeable event production team Film editing software Film scripts Planning lists Necessary supplies Cell phones PDAs Laptops Sketchbooks Personal assistants Notebooks Planning tools Site plans/maps Signage Project evaluation & review techniques – PERT/CPM/Gantt chart Historical performance - evaluate and reflect

Schedule Plan How best to make it Sequencing/synchronizati on of tasks – very detailed List priorities, constraints & conflicts Monitoring execution Managing changes Adjust the plan based on changes What to make When to make it How much to make Where to make it Materials required Resources required No real time controls Overview/goal of event Relationship between a Production Schedule and a Project Plan

Procedures for Developing a Production Schedule Research & Development  Use the past as a tool  Know your finances, resources, partnerships, political climate, environmental concerns & timing Represent your target market  Keep it focused on your target market’s demographics Design –  Keep it entertaining and use appropriate colors/layouts Planning – adjust when necessary Coordination/Implementation - communication Evaluation - improvement

How to Develop a Production Schedule Establish a budget, review & reflect Select an appropriate site/venue  Checklist for site/venue & technical requirements List all elements that should be tracked/monitored  Break the elements into individual tasks  Meet with task personnel & create a list of priorities/order/time/date  Enter the tasks in a spreadsheet, record time required & responsible personnel  Meet again with task personnel and gain final feed back

How to Develop a Production Schedule Create an overall time line for all essential tasks Establish risk management plan/contingency plan  Minimal, normal and worse case scenarios Implement production schedule  Communicate & feedback  Prioritize & reschedule as necessary – handle problems or issues  Manage overall time schedule Reflect and evaluate the schedule Let’s visit the following website about schedules chart?s=8&c=3&m=414&a=012g&k=%2Bgantt&gclid=CO_Lwtfel7ICFQmpnQodnSQAXg chart?s=8&c=3&m=414&a=012g&k=%2Bgantt&gclid=CO_Lwtfel7ICFQmpnQodnSQAXg

SEM Production Activity – teams of 2 Create a Production Schedule for a AKHS Homecoming Dance 1. Establish a budget  School is giving you $1000 plus ticket costs (You decide how much each ticket will be) 2. Select an appropriate Venue  Create a checklist of what the venue needs to include: (Sound System/Dance floor..) 3. List all elements that should be monitored  Break the elements into individual tasks: (DJ/Band, Catering, Chaperons, etc.) 4. Create an overall timeline for all essential tasks:  When will caterer have to be there? When will DJ/Band need to set up? When will people be able to arrive and leave? 5. Establish risk management plan:  What is the secondary venue option if the first falls through? What happens if the caterer doesn’t show up? What happens if the DJ/Band doesn’t show up? 6. Implement production schedule  Present your plan to the class via PPT 7. Reflect and evaluate the schedule  Class will review the plan for accuracy in reaching the target market, organization of schedule, if all elements were planned for, etc.

Operations - Schedule Tournaments

Identify types of tournaments Round Robin –  everyone plays each other at least one time Double Elimination –  teams must lose twice, after one loss they move into losers bracket Single Elimination –  when you lose you no longer play in the tournament Multistage –  games are played during same period but at different locations/fields over extended period of time – can compete at different levels or stages

Identify types of tournaments Heats –  a round of competition, such as a swim meet Tournament play –  seeded based on ranking-normally single elimination Ladder –  individual contests ranked on a ladder and can move up or down based on results Match play –  in golf, you either win, lose or half a hole and only count total holes won Scramble –  all golf players hit, players select the best ball and all shoot from that spot

Describe factors to consider when planning tournament schedule Venue(s) Inside/outside Time of day/year Weather obstacles Location of participants – logistics Costs of executing the tournament The economy & discretionary income The number of participants and time allocated Local governmental or administration issues Volunteer support

Explain how technologies can be used to schedule tournaments Host of on line sites offer tournament scheduling options id=2 id=2

Discuss ways to determine activities timeframe Determine average length of competition Determine number of competitors in tournament and number of games per day/hour, etc. Determine time for introductions, ceremonies, songs, intermission and post game interviews Determine amount of time concessions and merchandise sales are operating Determine amount of time for pre (setup) and post (close down) activities

Demonstrate procedures for scheduling tournaments Approvals of sanctioning bodies Approval of venues/time/day Determination of tournament format (type) – secure tournament software for use Seeding of tournament participants Notification of tournament participants Production schedule of tournaments at venue(s) – includes all time lines of tasks Approval of volunteers, police, administrators and other personnel to operate the tournament