The script

If you are going to implement an initiative or project, a roadmap can be a useful tool. It is not required by law to create a script, nor do you need this document for all initiatives or projects. However, in many cases it is a useful tool so that you do not have to do everything by heart during the implementation. In addition, a script often also serves as an information document for suppliers, employees and partners.

What is a script?

A playbook is a document that you can use in the implementation of an initiative or project, such as an event, performance or other activity. Some people confuse the script with a schedule, while the latter covers the entire duration of your initiative or project. A script is actually used for the period of a production or event. In your script you list all the things you need at the venue, such as times and names and numbers.

Types of scripts

Everyone makes a playbook in his or her own way. This is also possible because there are no legal guidelines for a playbook. Try to take that into account in your own development and work out your own script over the course of several initiatives and projects. Include feedback from others. Ultimately, others will be working with your script and for them it must be easy to use and contain the right information. Suppose unexpectedly you cannot be present at the execution, someone else should be able to read off exactly what needs to be done. Some people plan mainly for set-up and take-down. In other scripts you will also find a lot of background information and details of involved parties such as suppliers. In addition, in some cases a separate show script is also created. This contains all the specific details related to technology and timetables for all parts of the show.

What is the content of a script?

So because there are many different types of scripts, the content of the document also varies frequently. In fact, sometimes it is not necessary to include certain information. Still, there are some things that recur regularly in a script:

• Contact details of the organization and/or production manager.
• Specific agreements and regulations.
• Contact information for suppliers, the venue and other partners.
• The times of set-up and take-down.
• Program opening and closing times.
• Any specific components within the program.
• Tasks to be performed.
• The names of responsibilities by task.
• Deadlines per task.
• Specific locations by task.
• Notes per task.
  

Attachments

You can add attachments to a script so that the actual document does not become too thick. You can also use or send these attachments separately. Below are some examples of attachments. Some are especially intended for festivals or events:

• The staff roster
• An overview of the hospitality rider
• Site or site plans.
• A safety plan.
• A traffic plan.
  

How do you create a script?

The way you create a schedule depends a lot on the type of schedule you want to use. Generally, you create a build-up and build-down schedule in Excel or a similar program. For textual content it is best to use Word or a similar program. Of course, one and the other can also be combined. It is advisable to make a pdf of the final schedule, especially when sending it to third parties. That way you can be sure that no one will make changes that you are not aware of.

Examples of a script

Everyone makes their script in their own way. We have two examples ready for you on this website, which you can modify and fill in as you see fit. The basis for these scripts is the event industry in the broadest sense of the word.

Example of a set-up and take-down schedule

This is a document you can use as a fill-in plan. It is a file in Excel where you can enter the times of tasks during set-up and take-down. In addition, there is room to assign responsibilities as well as comments. Feel free to add important times regarding the show as well. Click here to download the document.

Example of a comprehensive script

This document was basically created at large, national festivals. It is a bit more than just a schedule of set-up and take-down although it includes a handy timetable. You can also add information on general issues and regulations and there is space for contact information for suppliers and others involved. You can use it as a fill-in document and modify and add to it as you see fit. Click here to download the document.

If, from your expertise, you yourself have knowledge that would fit this topic, or if you see opportunities to improve this text, we look forward to receiving your message at info@cultuuracademy.nl.