Welcome to Propared

Production Planning Software for Arts and Events Organizations

Streamline your management process

No matter what types of shows and events you work on

Theatre & Performance

Manage rehearsals, performances, rentals, tours, and education.

Digital Events

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

Performing Arts Centers

Coordinate daily operations for multiple spaces and hundreds of events.


Centralize planning for productions, classes, and room scheduling. Incorporate student stage managers.

Executive Corporate Events

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


Manage the daily complexity of multiple venues and events.

Live Event Production

Manage large, complex events across multiple locations.

Opera & Dance

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

Incorporate many parts of your work flow

Reduce redundancy, minimize mistakes, and communicate efficiently


  • Events & Shows
  • Pre-production
  • Performances & Rehearsals
  • Staff & Cast Scheduling
  • Milestones & Deliverables
  • Venue Management
  • Crew Booking
  • Travel & Tour Stops
  • Vendor Deliveries
  • Conflict Detection
  • Inventory Availability & Usage

Task Management

  • Event Notes
  • To-Dos
  • Statuses
  • Technical Requirements
  • Riders
  • Action Items
  • Cross-Project Task Lists
  • Department Notes
  • Rehearsal Reports
  • Performance Reports
  • End of Night Reports


  • Production Estimates
  • Department Budgets
  • Rental Estimates
  • Inventory Costs
  • Hour Tracking
  • Labour Costing
  • Hourly & Flat Rates
  • Overtime Rules


  • Season Calendars
  • Production Schedules
  • Venue Calendars
  • Personal Itineraries
  • Contact Sheets
  • File Sharing
  • Show Requirements
  • Pull Lists
  • Show Reports
  • Client Budgets
  • Rental Estimates

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 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 truth. Color code your projects. Filter by any criteria. Sub-divide calendars by Venue or Show.
All of your calendars stay up to date as you make changes.

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, every bit of info from deadlines to rehearsals to run-of-show can be entered and organized together. You can look at the big picture and schedule down to the minute in the same system.
Schedules, calendars, and files are distributed via webpages so no one needs logins or passwords to see what’s going on.

Let us help you work better.

Arts management platforms require a lot of up-front customization. This is expensive and time-consuming. 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 be up and running in hours and manage any type of event right from the start.
This model also allows us to keep Propared affordable. We understand the limited resources available for most of us.

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 cram 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.

It’s not just about what we own.

Inventory software is really complicated and only deals with what we HAVE. In production, this is important, but we must take into account everything we NEED to make the show happen.
Propared tracks inventory, and also addresses rentals and purchases for each show. You can easily see where it’s coming from, how much it’s going to cost, where it’s been allocated, and how many you have left.

With Propared, we only enter data once, and can filter it any way we want. We can create a lot of unique calendars using the same information. We also don’t print calendars anymore, and we’ve eliminated all version confusion. When we make a change in Propared it pushes to everyone who has a link to the calendar.”

Robert HandAssociate Production Manager, A.C.T.

We love the one-on-one support. Propared’s customer service, starting with initial conversations and throughout onboarding and consistent use of the product, feels like white-glove concierge service. Your concerns are heard and addressed quickly, and Ryan and the team are great at coming up with out of the box solutions for new challenges that aren’t pre-solved by the software.

Emily RolstonProduction Manager, Arts Brookfield

We’ve actually been able to eliminate an entire position since we started using the system. There are some other operational changes we made to make this achievable, but I don’t think we would have been able to even consider that as an option before having Propared in our lives.

Leah GordonProduction Operations Manager, Spoleto Festival USA

Propared keeps the company grounded and focused on the appropriate priorities. It shows you what’s next, what’s due, and what’s on the horizon. Having all that information at everyone’s disposal without having to do much digging around saves a whole lot of time, and we know time is money.

Herman MonteroProduction Manager, Bombshell Productions

We’ve saved immeasurable time by having a central set of data. One change in Propared and countless calendars are updated for easy viewing and distribution.

Julie Ann ArbiterAssociate Production Manager, Alley Theatre

A few months ago, I mentioned wanting to be able to view calendars by day, and gave a few examples of how I like my onsite daily schedules to look when I make them. Low and behold, a few months later, we have day view calendars for each event! Propared’s software development seems singularly responsive to users needs and wants.

Jackie MullenDirector of Production, ArchiteX

Working with Propared and the Propared team has proven to me that the planning process can be your friend with the right system in place. I want to personally thank Ryan and his team for providing us with a fantastic planning software that is clear and easy to use. We are in awe of the level of customer service they provide us.”

Alexandra SimmonsOperations Manager, Texas A&M University Corpus Christi

I had my dancers ask me the week before our production started if I could make each of them personalized calendars. So when I said, “Yes, give me two minutes”, it really knocked their socks off!

Leo HidalgoProduction Manager, Battery Dance

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