We know that the rippling effects of COVID-19 are hitting those who work in arts and events especially hard. We want to help in any way we can, so we are temporarily waiving subscription costs for anyone who needs the support. The more we can stand together during rough times, the faster we will all recover. Please chat with us if there’s anything we can do.
Love - Ryan, Melissa, Derek, Don, Jackie, and Helix

Welcome to Propared

The Production Planning Software of Arts and Events Organizations

Managing shows and events can be a lot of work.

Discover a unique approach to simplifying the whole process.

  • Season Planning
  • Venue Management
  • Space Reservations
  • Crew Assignments
  • Due Dates & Deadlines
  • Daily Call Sheets
  • Individual Itineraries
  • Rehearsal & Tech Scheduling
  • Digital Production Books
  • Files Management
  • Show Reports
  • Contact Lists

Who Propared is for…

Theatre & Performance

Theatre & Performance

Robust tools for producing organizations.

Manage multi-venue facilities and tours all from one platform.

Digital Events

Digital Events

Manage speaker logistics, daily calendars, digital assets and virtual locations.

Performing Arts Centers

Performing Arts Centers

Coordinate daily operations for multiple spaces and hundreds of events.

Higher Education


Centralize planning for main stage, workshop, and class productions.

Grant limited access to student stage managers to work along side faculty.

Executive Corporate Events

Executive Events

Plan internal events, off-site conferences, retreats, and trainings for executives and employees.

Live Event Production

Live Event Production

Manage large, complex events across multiple locations.

Track high-level plans down to the smallest detail.

Houses of Worship

Houses of Worship

Schedule weekly events, staff, and volunteers.


Opera & Dance

Opera & Dance

Distribute season calendars, work schedules, and daily calls for multiple productions, venues, and casts.



Manage the daily complexity of multiple venues and events.


Join more than 100 organizations!

How Propared is Different From…

A spreadsheet isn’t for scheduling!

Spreadsheets crunch numbers. They don’t create complex schedules. They don’t facilitate good communication. They aren’t easy to reformat.
They’re flexible, but don’t do much work FOR you.
Propared is a database designed specifically for complex scheduling. It understands people, time-zones, locations, files, and organizations.
With all your information in one place, you can sort, filter, and render it into beautiful schedules and calendars saving countless hours of data entry and reformatting.

What we do is really complicated!

Most calendars are built for individuals, not organizations (those little boxes are never big enough!).
You’re forced to pick one way of setting them up (by venue? by show? by department?).
Keeping multiple calendars up to date requires redundant work, increasing mistakes.
We designed calendars with the complexity of our industry in mind.
You can build limitless combinations of calendars and schedules from a single source of information (the Timeline). Color code your projects. Filter by any criteria. Sub-divide calendars by Venue or Show.
All the calendars stay up to date automatically as you make changes in the Timeline.

We need to be specific!

Project management apps handle tasks and days well, but are useless as soon as you need to track something more specific than that. We need more than a simple due date or a folder to stash stuff.
Plus, they often require everyone to have a login just to view information. That doesn’t work when most folks aren’t your full-time employees.
In Propared’s Timeline, every bit of info from deadlines to rehearsals to run-of-show can be entered and organized together. You can schedule every day down to the minute.
Schedules, calendars, and files are distributed via webpages so no one needs logins or passwords to see what’s going on.

Things are happening everywhere!

In room booking and campus management systems, each event can only be assigned to one location. But productions take place all over: rehearsal spaces, breakout rooms, loading docks, festival stages, and meeting rooms. Plus, you never know when you need to pile that site visit onto a load-in day.
In Propared locations are assigned to individual tasks, not whole shows. You also get notifications if you try to schedule anything that overlaps (but we don’t stop you from doing it!).
You can generate beautiful venue calendars giving you visibility into everything happening at a glance.

Let us help you work better!

Arts management platforms require a lot of up-front customization. This is expensive. Plus, it leaves you on the hook for figuring out the best way to design software you’re paying for which, frankly, we don’t think you should have to do.
We do things differently. Combining our experiences and your feedback, we look at the overall needs of our industry and do this work for you. We choose specific features to include that provide real value so you don’t end up with a bloated system that doesn’t grow with you.
We design Propared to be simple and flexible so that you can use it to manage any type of event right from the start.
This model allows us to keep Propared affordable. We understand the limited resources available for most of us.

Want to Learn More?