Calendar & scheduling support for performing arts organizations
Managing a performing arts calendar means juggling rehearsal blocks, audition slots, venue availability, touring dates, and artist availability — often all at once, across multiple productions. When a last-minute cast change or venue conflict hits, you need someone who can pivot quickly without dropping everything else. Trusty Oak Executive Assistants handle the scheduling infrastructure so you can focus on the work that actually happens on stage.
300+ tasks completed in this service category across our client base.
How Trusty Oak handles calendar & scheduling for performing arts organizations
A Trusty Oak EA assigned to a performing arts client typically works inside tools like Google Calendar, Calendly, or HoneyBook to manage multi-track scheduling across productions, rehearsals, and administrative commitments. Day-to-day, they coordinate availability across directors, choreographers, music directors, and guest artists — sending holds, confirming call times, and updating shared company calendars when conflicts arise. They'll field scheduling requests from cast and crew, cross-reference venue rental windows, and make sure tech week and production calendars don't overlap with fundraising events or board meetings. Your role is to flag priorities and approve anything that requires a judgment call on production needs; the EA handles the back-and-forth communication and keeps the master calendar current. Over 330 time entries have been logged for Calendar & Scheduling work across Trusty Oak's client base, so this is a well-worn workflow for our team.
What your EA takes off your plate
Before your EA can manage your calendar effectively, give them a clear picture of your production season — share your master schedule, a list of recurring commitments, and any blackout dates upfront. The most common mistake is handing off calendar access without explaining the priority hierarchy: your EA needs to know whether a donor meeting outranks a production meeting, or how much lead time a director requires for schedule changes. Spending 30 minutes in your onboarding call walking through one full production cycle will save weeks of back-and-forth later.
Audition Scheduling & Confirmation
Set up audition appointment slots in Calendly or SignUpGenius, send confirmation emails with call details, and manage cancellations or rescheduling requests from actors.
Rehearsal Calendar Management
Build and maintain the full rehearsal schedule in Google Calendar, distribute call sheets to the company, and update the calendar when the director adjusts blocking or adds additional rehearsal sessions.
Venue & Studio Hold Coordination
Communicate with venue managers to confirm room holds, track rental windows against the production calendar, and flag conflicts before they become emergencies.
Guest Artist & Touring Logistics Scheduling
Coordinate availability windows with guest directors, choreographers, or touring performers, and align their schedules with company commitments and travel logistics.
Board, Staff & Fundraising Event Scheduling
Manage scheduling for board meetings, development events, and administrative staff across platforms like Zoom or Google Meet, ensuring these don't conflict with production-critical dates.
Tools our team works with
We adapt to your existing stack — no forced migrations.
Microsoft Outlook 
Microsoft Teams 
Zoom 
Google Calendar 
Acuity Scheduling 
Calendly Trusted by performing arts organizations
Trusty Oak supports performing arts organizations including Boston Court Pasadena — handling everything from calendar & scheduling to broader operational support.
What calendar & scheduling support costs for performing arts organizations
Drag the sliders to build a monthly plan that fits your workload.
Executive Assistants
~$35/hourSpecialists
~$50/hourFractional Executives
~$95/hourStarting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.
Book a Discovery CallFrequently Asked Questions
Get your production calendar under control
Trusty Oak's onboarding includes a Strategic Delegation Plan built around your season — so your EA hits the ground running, not learning on the job. Monthly talent budgets start at $1,000 with a one-time $300 onboarding fee.