Free Video Production Schedule Template
A video production schedule covers the stages of a shoot, the tasks in each stage, and who owns each task from booking through handover.
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The shoot day arrives fast, and the risk isn’t just running late. A dragged schedule can cost a location, audio can end up unusable, and the edit can come back feeling like a different company, leaving everybody arguing about what changed. This video production schedule gives the work a clear order so the day stays controlled and the footage stays usable, with the board moving from Booking through Handover in one place under Zilla Slab headings and Inter details, with gaffer-tape pink and dyer’s blue markers.
Each column carries the actual to-dos, so the plan reads like the way a crew works. Pre-production covers the scout, the schedule and call sheet, the gear list and backups, and the releases, then Production runs through load-in, camera, lighting, and audio setup, interview takes and lav checks, b-roll and pickups, teardown, and securing media backups. Post-production holds ingest and labeling, syncing audio, rough cut, first-cut review, revision rounds, and finishing, so the handoff into edit doesn’t drop steps... and nobody has to guess what “ready” means.
- Booking Captures the brief and shoot goals, confirms coverage, and includes a step to send the deposit invoice before anything moves forward.
- Pre-production Holds the location scout, schedule and call sheet, gear list and backups, and participant confirmations and releases.
- Production Tracks load-in, camera, lighting, and audio setup, interview takes and lav checks, planned b-roll, teardown, and securing media backups.
- Post-production Moves from ingest and labeling through sync, rough cut, first-cut delivery, revision rounds, and finishing.
- Handover Closes out deliverables, final invoice and balance, archiving, and the request for client feedback and a testimonial.
The board comes in with 21 cards already placed in order, so the only setup left is adding your own dates and assigning the cards to the people doing the work in tasks. Once the shoot is done, the last column still covers the practical closeout, including exporting deliverables, sending the final invoice, archiving the project, and asking for feedback.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
What is on this board
5 columns carrying 21 cards. Adding it builds the whole thing as a project in your workspace, with every column and card in place.
| Column | What is in it |
|---|---|
Booking | Starts the job with brief intake and shoot goals, then confirms coverage and includes the step to send the deposit invoice before production planning begins.
|
Pre-production | Groups the scout, schedule and call sheet work, gear planning and backups, and the checks around participants and releases so the shoot day doesn’t start on open questions.
|
Production | Tracks the on-site run of show from load-in through camera, lighting, and audio setup, then interviews, b-roll, teardown, and making sure media backups are secured.
|
Post-production | Carries the edit pipeline from ingest and labeling through syncing audio, rough cut, review delivery, revisions, and colour grade and final mix.
|
Handover | Finishes the project with exports and supplied files, final invoicing and balance collection, archiving, and the feedback and testimonial request.
|
What happens when you install it
- A project is created with its board, 5 columns and 21 cards already there.
- Nothing carries a due date, because a board holds the order the work runs in rather than a calendar. The dates go on once you know when the job starts.
- Every card opens as a task with its own description, assignee, dates, subtasks and files, and columns are renamed, reordered or deleted like any other.
Who it is for
Video production teams and solo videographers running corporate video, event videography, or documentary work who need the shoot and edit to move in a controlled order.
Questions about this project template
What should a video production schedule include?
A video production schedule usually includes the stages of work and the tasks that have to happen in each stage, from booking and pre-production through production, post-production, and handover. This board maps those stages into columns and turns the work into cards you can assign.
How do I schedule dates if the board isn’t a calendar?
The board carries the order of the work rather than a timeline. Dates come from your own shoot plan, then the cards get assigned to the people doing the work so everybody knows what’s next.
How long will you need on site for setup and teardown?
A schedule can’t answer the timing without your location, gear, and crew plan, but the on-site steps still need to be accounted for. The Production column includes arrival and load-in, setup for cameras, lights, and audio, then teardown and securing media backups so those blocks don’t get forgotten.
What do you need from us on the day to keep things moving?
The day stays on track when roles and prerequisites are clear before the crew arrives. The board includes confirming participants and releases in pre-production and running interview takes and lav checks during production, so the team can flag what needs client coordination.
How do you handle audio in a noisy space?
Audio planning starts before the shoot and gets checked on the day. The Production column includes audio setup plus lav checks during interview takes, and the Post-production column includes syncing audio as a defined step rather than an assumption.
When do we see a first cut and how many revision rounds are typical?
A first cut lands after ingest, labeling, syncing audio, and assembling a rough cut. This schedule includes delivering the first cut for review and then an explicit step for revision rounds, but the number of rounds still depends on what gets agreed for the project.
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