Video & Film Production Planning – Free Template

Managing a video or film shoot without a clear plan is a recipe for chaos. This free production planning template helps you organise your timeline, track tasks from pre-production through post-production, and keep your entire crew aligned from concept to final delivery.

Get your free video/film production template

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[Download the template here]

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No signup required. Download and start using it right away.

How to use this template

This Google Sheets template breaks your video production into three clear phases: pre-production, production, and post-production. Each phase is prefilled with common tasks, assigned responsibilities, dates, and progress tracking, yet you can customize it to reflect your specific workflow.

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To get started:

• In the menu bar, click File, then choose Make a copy to create an editable version of the sheet.
  
• Enter your project details at the top: project title, producer name, and project start date (this date drives the entire timeline).
  
• Customise the task list to match your specific shoot.
  
• Assign team members to each task and set start and end dates.
  
• Track progress using the % Complete column and task status.
  
• Monitor the timeline using the built-in Gantt chart, which visualises your entire schedule at a glance.
  
  

The template is fully customisable. You can add or remove tasks, adjust timelines, and modify categories to suit documentary shoots, commercial productions, or narrative films. Share the sheet with your team so everyone stays up to date in real time.

Why production planning matters

Video and film productions involve dozens of moving parts: crew schedules, equipment rentals, location permits, talent coordination, and post-production deadlines. Without a centralised plan, critical tasks can slip through the cracks, leading to rushed shoots, budget overruns, and costly reshoots.

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A production timeline ensures everyone knows what needs to happen and when. It helps you identify bottlenecks early (such as permit approvals that could delay your shoot), allocate resources efficiently, and communicate clear expectations to your team. The difference between a smooth production and a chaotic one often comes down to having a plan everyone can reference.

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For productions with tight turnarounds or multiple shooting locations, visibility into task dependencies becomes essential; for example, you can’t start shooting until locations are secured and equipment is booked.

Move beyond spreadsheets with Rentman

While this template works well for individual projects, professional production companies managing multiple shoots often need more than manual tracking. Rentman connects your equipment inventory, crew scheduling, and project timelines in one system, allowing you to see real-time availability, prevent double bookings, and automatically generate call sheets and packing lists.

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Instead of updating spreadsheets and chasing crew availability, you get a connected workspace where changes update everywhere instantly. See how you can manage your film and video productions with Rentman.