MAKING! 7 Spreadsheet

I’m *making* an online fundraising event for a school.  I thought maybe people would gain something by seeing my process for creating, rehearsing, collaborating, and performing the event… So, here I am sharing.

I really like spreadsheets for a lot of stuff. I’m not saying that I have the best way of doing this organization of a show flow, but here’s how I do it. All my crew is welcome to take notes however they like to get their work done, but I start out with a general show order so that I can plug things in and move things around. There are a lot of conversations that happen, but this gets them started.

Column A : time

not every row has a time. The times (like “8:15p”) are just there for important times. I don’t like when someone puts together a rough timeline and everything has an exact time. It will change a lot. This also prevents me from having to adjust every row when something new is added or edited.

Column B : general what

These are the simple descriptions of events that happen during the show like “intro the lion act” “opening monolog” “heartfelt speech”

Column C : duration

Rough estimates of how long things take help me understand the pacing and remind me to keep things short. “3min”

Column D : duration sums

This is the only spreadsheet formula so I can see how long the whole thing is running. Do I have too much content or too little? It adds the above some to the duration to the left. eg: the D4 cell says

“=(C4 + D3)”

Column E : notes to self

When I’m going thru, I this sheet, it’s nice to jot stuff down because I HAVE IMPORTANT THOUGHTS!

Column F thru Z : pieces needed

Each of these columns will have assets or things that I need from my people. So maybe column F is the “sound FX” column. Each moment in the show has its corresponding required sound effects next to it. This makes it easy for me to reconfigure the info later however i need to to talk to my sound effect person

This whole thing is messy.

Like I said, this is rough and it’s incomplete. It’s not a cue sheet or anything else like that. this is to get the whole production out of my head so that I start to visualize and use my brain for fleshing out, instead of doing the math and memorizing the order.

Written By Scot for entertainment pros

Scot Nery has helped some of the biggest companies in the world achieve entertainment success.

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