Setting Up Your Event Schedule with Timeframes and Activities

You probably already know your event dates, load-in windows, and load-out schedule. Getting those on the calendar early gives your whole team a shared reference point and helps you navigate the schedule without losing track of where things fall.

Start with timeframes. Then add activities.

Start with Timeframes

Timeframes are labeled bands on your calendar, such as Load-In or Show Days, that also appear in the Time Frames list in the schedule's left sidebar. They don't represent specific activities. They are jump points: click one and the calendar moves straight to its dates.

Without timeframes, moving between different phases of a multi-week event means scrolling or typing dates manually. With timeframes, you click once and the calendar jumps directly to that window.

A simple starting set:

• Load-In: the period when your team is setting up
• Event Days: the actual event dates
• Load-Out: the period after the event

You can also add timeframes for site visits, travel, rehearsals, or any other major milestones that help you navigate the timeline.

Creating Activities

Once your timeframes are in place, start adding activities for everything you know is scheduled.

You can create activities two ways:

• Click and drag across the calendar to set the time and duration
• Click Add activity to open the activity form

For each activity, you can:

• Add a description
• Add organizers and participants, who are crew members or collaborators
• Tag areas to associate the activity with specific spaces
• Make it a Global activity so it appears on the event calendar for everyone

You don't need to fill everything in at once. Add what you know (dates, rough timing, key people) and come back to add detail as the event takes shape.