--- title: "Festival Production Schedule, Stage Specs and Changeovers" description: "Lay out every stage's day on one timeline, add build and break days, catch short changeovers before show day and give each stage its specs from the riders." canonical: "https://www.ticketfairy.com/event-operating-system/production-and-technical/production-schedule-and-stages" --- # Festival Production Schedule, Stage Specs and Changeovers 1. [Event Operating System](https://www.ticketfairy.com/event-operating-system) 2. [Production & technical](https://www.ticketfairy.com/event-operating-system/production-and-technical) 3. Schedule & stages # Plan Every Stage From the First Truck In to the Last Truck Out A festival starts days before the first set and ends days after the last one, and every stage has its own day of sets, changeovers and calls. With Ticket Fairy, each day of your event is a timeline with one row per stage, so a double-booked stage stands out at a glance. Build and break days sit on the same run of show with the usual load-in, rig and load-out cues. Fai checks the running order against each stage's rules and each act's rider, and every stage gets the plot, input list and power for each act from their technical rider, with every changeover planned and the crew called for it. Your production team works from one plan from the first truck to the last, and the sets you have the rights to stream go out to fans at home. [Book a Live Demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) - Every stage's day on one timeline - Short changeovers caught before show day - Each act's specs on their stage from the rider ![Ticket Fairy event schedule timeline with one row per stage and set times laid out across the hours of the day](https://www.ticketfairy.com/embeds/posters/marketing-event-production--schedule.png) ## See Every Stage's Day on One Timeline Each day of your event gets its own timeline, with one row per stage and every set laid across the hours, so a stage promised to two acts at the same hour stands out before anyone finds it on the day. Two sets that overlap on a stage are flagged as a conflict, with the set they clash with named. Open any set to change it, and everyone reading the timeline sees the change. Switch to the table when you want every set as a list, then narrow it by stage or by day, or search for an act, a stage or a note. A set that crosses midnight stays on the day it started, which is how the people working it think about it, and the set on stage now is marked while the day runs. Version history keeps every change to a set with who made it and when, so a moved time is never a mystery. The same timeline serves a conference agenda, a film festival's screenings and a sports event's matches, each named the way that kind of event names it. - **One row per stage**: every set across the hours of the day - **Conflicts flagged**: two sets booked on one stage at once - **Timeline or table**: by stage and by day, with search - [Build the running order for your event day](https://www.ticketfairy.com/guides/plan-your-event-production) ## Set Up Every Stage, Room or Pitch Once Add each place where two things cannot happen at once, with its capacity, location, technical specification and colour. The names follow your event: stages at a festival, rooms at a conference, cinemas at a film festival and venues at a sports event. Each one becomes a row on the timeline and gets its own page, so your stage manager opens one page for everything about their stage. A stage page holds the stage's sets for each day, its run of show, the departments and leads with cues on it, its rota shifts, its tech notes and its open tasks. The stage's colour carries through to the run of show and its dressing rooms, so a busy production office reads the day at a glance. Each stage also carries its own timing rules: its shortest changeover, its opening and closing times and the days it is closed. Set them once on the stage and every running-order check uses them. - **Stages**: or rooms, cinemas and venues, named for your event - **Technical specification**: what the stage already has, for every act - **Stage page**: sets, run of show, teams, rota and tech notes together ![Ticket Fairy stage page for the Main Stage on one day, with its sets, run of show, teams, rota and tech notes](https://www.ticketfairy.com/embeds/posters/marketing-event-hubs--stage.png) ## Catch Short Changeovers and Curfew Problems Before Show Day The running order changes many times as set times, flights and stages move. Fai checks each day every time it changes and points at the problem before an act, a stage manager or the curfew finds it: overlapping sets, a changeover shorter than the stage allows, an act booked on two stages, a flight that lands after soundcheck, a set outside the stage's hours or past curfew, and a rider line the stage cannot meet. Each problem comes with fixes Fai has already tried against the rest of the day, so a fix never adds a serious problem somewhere else. You see every cue it moves and the new time before you apply it, and you can undo it straight after. A locked stage, or a cue already called on show day, is never moved. Fai compares each act's technical rider with the technical specification of the stage they play, including lines such as No drum riser. You see the gap with time to hire the gear, agree a substitute with the act or move them to a stage that has it. - **Timing rules**: shortest changeover, opening hours and closed days for each stage - **Fixes from Fai**: tried against the rest of the day, and undone in one step - **Rider gaps**: what a stage cannot meet for an act - [Check your running order for clashes before show day](https://www.ticketfairy.com/guides/check-your-running-order-for-clashes-before-show-day) - [Choose Your Acts, Get the Running Order Right and Announce Your Line-Up on Time](https://www.ticketfairy.com/event-operating-system/artists-and-line-up/line-up-and-running-order) ![Ticket Fairy running-order checks for a festival Saturday, with a late arrival before soundcheck, a short changeover with two fixes and a rider the stage cannot meet](https://www.ticketfairy.com/embeds/posters/marketing-event-running-order--checks.png) ## Put Build and Break Days on the Run of Show Add a build day before the show or a break day after it, and tick the usual cues to fill in load-in, rig and sound check, or de-rig and load-out. Build and break days work like any show day, on the run of show and the day sheets, so your crew sees their call times the same way all week and the site build is planned with the same care as the headline set. Book dressing rooms on the same run of show, with Fai suggesting a room for every performer around their set and flagging any booking that overlaps another. Every booking shows on the run of show, the day sheets and the performer and stage pages, so nobody arrives to a room someone else is in. - **Build days**: load-in, rig and sound check - **Break days**: de-rig and load-out - **Dressing rooms**: a room for every act around their set - [Book dressing rooms and plan build and break days for your event](https://www.ticketfairy.com/guides/book-dressing-rooms-and-plan-build-and-break-days) - [Plan Every Cue, Call the Show Live and Keep Every Team on the Same Time](https://www.ticketfairy.com/event-operating-system/show-day/run-of-show-and-show-calling) ![Ticket Fairy dialog to add a build day to the run of show, with the day and the usual load-in, rig and sound check cues](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--production-day.png) ## Give Every Act's Plot, Inputs and Power to Their Stage Your stage manager should not be reading six riders at the side of the stage while the next act waits. Each stage lists the stage plot, the input list and the power each act needs, act by act through the day, filled in from their technical rider. Your stage manager, your monitor engineer and your electricians read the same spec, so the stage is set for each act before they walk on. The specs build on the riders your team already collects in Advancing, and on the hire list that already takes each act's needs line by line from their rider. A rider change is held for your review there, so a change from the act never overwrites a decision your team made by hand. - **Stage plot**: where everything sits for each act - **Input list**: every channel each act needs - **Power**: what each act needs on stage - [Advance Every Act Without Chasing Email Threads](https://www.ticketfairy.com/event-operating-system/artists-and-line-up/artist-advancing) ## Plan Every Changeover and Call the Crew for It Plan the changeover between each act and the next, so every turnaround runs to a plan your crew can see. Crew calls for each changeover sit on the running order, so the stagehands, the backline techs and the monitor engineer arrive when the turnaround starts, with the right gear for the act coming on. Fai already drafts each act's load-in, soundcheck, changeover, stage call and set, and each department's cues, by email and by text where there is a mobile number. Each draft waits on Today until you approve it, and a moved cue drafts it again, so nobody turns up to an old time. - **Changeover plans**: between each act and the next - **Crew calls**: for each changeover on the running order - **Call times from Fai**: drafted for acts and departments, sent when you approve ## Work Out What to Hire and Who Supplies It Fai works out the backline and production to hire from every rider, stage by stage and day by day, and takes off what each stage already has, so you hire what the busiest day needs and no more. The Production section holds the event-wide work that does not belong to one act or one crew member, as tasks, notes and items for finance, technical, hospitality, catering and travel. Describe what you need, such as staging, rigging, generators or temporary structures, and Fai researches production companies near your event with their website and how to reach them. Supplier replies and quotes sit in the activity beside the work, so the production manager sees where every order stands. - **Hire from riders**: backline and production by stage and day - **Tasks, notes and items**: for each production department - **Find suppliers with Fai**: local production companies and how to reach them - [Work out the backline and production to hire for your event](https://www.ticketfairy.com/guides/work-out-the-backline-and-production-to-hire-for-your-event) - [Hire Exactly What Your Show Needs and Know Where Every Piece Is](https://www.ticketfairy.com/event-operating-system/site-and-logistics/hire-kit-and-suppliers) ![Ticket Fairy backline item for CDJs opened to how the number was worked out, day by day on the main stage, with one already on the stage and reuse saving three units](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--worked-out.png) ## Stream Your Sets to Fans Who Cannot Be There Fans who could not get a ticket or could not travel still want to watch. Your stream schedule starts from the running order your production team already keeps, with each act on its stage and set time, and each act's streaming rights come from their contract, so only the sets you may stream go out. The stream plays on your event page, where fans already buy their tickets. Agree streaming in the contract before the show. Fai drafts each performer's or speaker's contract from the booking, they sign online with no account, and both of you get the signed copy, so the rights you stream under are on record and your team never has to search a signed agreement on show day. Publish your line-up and set times to your event page from Public line-up, after a review of every change. When set times move, you can email your ticket holders a draft listing the changes, so the people watching at home and the people on site know when each set starts. - **Stream schedule**: built from your running order - **Streaming rights**: for each act, from their contract - **On your event page**: the stream where fans buy their tickets - [Get Every Event Agreement Drafted, Checked and Signed](https://www.ticketfairy.com/event-operating-system/contracts-and-payments/contracts-and-e-signature) ## How Production Teams Plan Their Stages - ### A Four-Stage Weekend Festival Build days go on the run of show for the week before, with load-in and rig cues for each stage. On the Thursday, the checks flag a short changeover on the second stage, and the fix moves one cue with the production manager seeing exactly which one. - ### A Stage Manager With a Packed Bill The stage page lists every act's plot, inputs and power from their riders, and the changeover crew is called for each turnaround on the running order. The monitor engineer reads the same spec as the stage manager. - ### A Conference Across Six Rooms Rooms take the place of stages, the agenda becomes the timeline, and the AV each session needs sits on its room. A speaker booked into two rooms at once is flagged the day the agenda changes. - ### A Club Running a Showcase Night Fai reads three riders asking for CDJs, takes off the pair the club already owns, and the hire list asks the supplier for the one extra set the night needs. - ### A Festival Streaming Its Headliners Only the acts whose contracts include streaming join the stream schedule, which follows the running order. Fans at home buy a ticket and watch on the event page. [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get Started for Free](https://manage.ticketfairy.com/registration) ## See It in Your Dashboard - ![Ticket Fairy timing rules dialog with the event's default changeover, act turnaround and arrival time, and each stage's changeover, hours and closed days](https://www.ticketfairy.com/embeds/posters/marketing-event-running-order--timing-rules.png) Set each stage's shortest changeover, hours and closed days once. - ![Ticket Fairy dialog to apply a running-order fix, listing the cue that moves and its new time before anything changes](https://www.ticketfairy.com/embeds/posters/marketing-event-running-order--apply-fix.png) See every cue a fix moves before you apply it. - ![Ticket Fairy CDJ hire item with each act's need quoted from their rider, a rider change to review, what is already on the stage and the item's history](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--line.png) Each act's need is quoted from their rider, and a rider change waits for your review. ## Set It Up Step by Step - [Build the running order for your event day](https://www.ticketfairy.com/guides/plan-your-event-production) - [Book dressing rooms and plan build and break days for your event](https://www.ticketfairy.com/guides/book-dressing-rooms-and-plan-build-and-break-days) - [Check your running order for clashes before show day](https://www.ticketfairy.com/guides/check-your-running-order-for-clashes-before-show-day) - [Work out the backline and production to hire for your event](https://www.ticketfairy.com/guides/work-out-the-backline-and-production-to-hire-for-your-event) ## Questions About Your Production Schedule and Stages ### Schedule & stages #### Who can add build and break days? The event's owners, admins and producers, from Run of show on the event's Operations page. Build and break days can be up to 14 days before the event starts or after it ends. #### What are the usual cues? Load-in at 08:00, rig at 10:00 and sound check at 15:00 on a build day, and de-rig at 09:00 and load-out at 13:00 on a break day. Change or remove them like any other cue. #### How many stages can one day hold? As many as you programme. Each one is a row, and the timeline scrolls sideways rather than squeezing them together. #### Does the timeline show crew and equipment clashes? No. It lays out set times against stages, so it shows a stage double booked. The running-order checks add short changeovers, acts on two stages, late arrivals, curfew and rider gaps. Check crew against the rota. #### Does a fix to a short changeover move cues I did not see? No. The dialog lists every cue it moves and its new time before you apply it, and Undo puts them back straight after. Each problem offers up to two fixes. #### Why can a fix not be applied? The stage and day are locked, a cue in it has already been called on show day, or the run of show changed since the fix was worked out. Unlock the stage, or use the new fix the checks show. #### Are call times sent automatically? No. Fai drafts them, and each one waits on Today for your approval. A moved cue drafts it again. #### Where does a stage spec come from? From each act's technical rider. The stage plot, input list and power fill in from it for your production team to check, and the stage's own equipment comes from its technical specification in Stages. #### Which acts can I stream, and who can watch? The acts whose contracts give you streaming rights. Each act shows its streaming rights beside your stream schedule, and the stream plays on your event page for ticket holders. #### Can Fai change the schedule for me? Yes. Fai adds and changes stages, sets and their timing rules, adds build and break days and applies running-order fixes when you ask, and she shows you each change and waits for your yes first. ## Explore More of the Event Operating System - [Run of show Build the run of show from Fai's draft, catch clashes and late finishes, call every cue live, catch a late stage up in one step and give every team its own day sheet, backstage TV and calendar. Show day](https://www.ticketfairy.com/event-operating-system/show-day/run-of-show-and-show-calling) - [Line-up & running order Applications scored by your panel and Fai, running-order checks with tested fixes, and a line-up announced in waves with a timetable fans can star. Artists & line-up](https://www.ticketfairy.com/event-operating-system/artists-and-line-up/line-up-and-running-order) - [Hire, kit & suppliers Riders fill one backline and production hire list, suppliers confirm and quote on their own page, your crew counts deliveries in and out, and a kit desk tracks every radio and piece of kit. Site & logistics](https://www.ticketfairy.com/event-operating-system/site-and-logistics/hire-kit-and-suppliers) - [Power, effects & network Generators and loads planned for every zone, a fuel log with refuel rounds and low-fuel alerts, every effect and structure signed off before doors, and connectivity orders and fault reports for your site network. Production & technical](https://www.ticketfairy.com/event-operating-system/production-and-technical/power-effects-and-connectivity) [Back to **Production & technical**](https://www.ticketfairy.com/event-operating-system/production-and-technical) [Next **Power, effects & network**](https://www.ticketfairy.com/event-operating-system/production-and-technical/power-effects-and-connectivity) Ticket Fairy im Überblick: [Ticketing-Software für Veranstaltungen](https://www.ticketfairy.com/event-ticketing/), mit den Funktionen, Preisen und dem Support hinter dieser Seite. ## Ready to Build a Stronger Event Business? Book a live demo, and we will set up your first event on the Event Operating System with your team. ## Start Selling Tickets Online Sign up without a credit card and build a test event before you commit. Go on sale in minutes when you are ready. No monthly subscription required for ticketing Start selling tickets immediately Ticketing tools included in the service fee [Get Started for Free](https://manage.ticketfairy.com/registration) [Talk to Fai Now](#) Ask Fai, our AI assistant, about Ticket Fairy’s features, pricing and how it could work for your event. No credit card required ## Demo‑Gespräch buchen Sieh dir das Empfehlungsmodell an, das im Durchschnitt 20 % mehr Ticketverkäufe bringt, erfahre, welche Kampagnen Tickets verkaufen, antworte Käufern schneller und halte Warteschlangen in Bewegung. Wie viele Tickets verkaufst du pro Jahr? 45‑Minuten‑Videoanruf Wähle eine Zeit, die dir passt The Ticket Fairy, Inc. is a fintech company and technology platform. The Ticket Fairy, Inc. is not a bank, financial institution, or regulated financial services provider. Vault banking services are provided through regulated banking partners. Ticket Fairy Capital financing is provided by third-party private credit partners. The Ticket Fairy, Inc. does not make credit decisions, and all funding terms, approvals and conditions are determined by those lending partners. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)