On-site video podcast recording-day schedule.
Plan room access, the technical build, guest arrivals, recording blocks, resets, media backups and strike without turning the day into a rush.
A 30-minute episode needs more than a 30-minute calendar block. Guests arrive late, microphones take time to fit, introductions need clean takes and media must be checked before cards are reused. This template is built around the whole production day, not only the minutes when cameras are recording.
Download the recording-day schedule.
The workbook includes a blank schedule, automatic duration formulas, status menus, timing-error highlighting, a completed three-episode example and a Read Me sheet.
Download the XLSX templateWork backward from the recording blocks
Place the intended episode starts first, then work backward through guest prep, system check, technical build and venue access. Work forward from the last episode through pickups, room tone, client review, backup, strike and the restored-room walkthrough.
For a planned 30-minute conversation, reserve about 45 minutes on the schedule. That protects the slate, a false start, pauses, a clean introduction and several targeted pickups.
A realistic three-episode day
The completed example uses staggered guest arrivals and overlaps work only where different people and spaces make that safe. The audio/control build runs alongside camera and lighting setup; a remote tech check overlaps lunch and backup; recording blocks themselves remain protected.
| Block | Time | People | Why it is there |
|---|---|---|---|
| System check | 9:00–9:30 AM | Full crew | Record and play back a 60-second test to catch sync, audio, exposure and file-path problems before guests arrive. |
| Guest 1 prep | 9:40–10:00 AM | Guest, producer, HMU | Release, wardrobe, pronunciation, microphone and format briefing happen before the guest reaches the set. |
| Episode 1 | 10:00–10:45 AM | Host, guest, crew | A 45-minute block protects a 30-minute program plus slate, clean intro/outro and pickups. |
| Reset + Guest 2 prep | 10:45–11:05 AM | Crew and Guest 2 | Check media, reset water and eyelines, and mic the next guest without using recording time. |
| Final backup / review | 2:15–2:45 PM | Producer, record engineer | Verify the episode count and file copies while the client can still request a pickup. |
How to use the schedule
- Confirm access, loading, room-restoration and noise restrictions with the site.
- Schedule camera, lighting, audio and control work with clear people and locations.
- Put each guest arrival before their recording block and reserve a separate prep space.
- Leave reset time between episodes, even when the set does not visibly change.
- Add explicit backup checkpoints and assign the person who verifies the copies.
- Finish with room tone, set photos, pickup approval, strike and a client walkthrough.
Common recording-day mistakes
Episode length equals block length
A 30-minute finished episode may require 45 minutes on set. Slate, restarts, pickups and clean promotional lines all consume real time.
Every guest arrives at crew call
Stagger arrivals. Guests should have enough time to prepare without spending hours in a crowded room or being exposed to a noisy technical build.
No room for media handling
Do not reuse camera or audio media until at least two verified copies exist. Put backup windows and their owner on the schedule.
Talent leaves before review
Confirm names and titles, listen for technical issues and collect clean pickups while the people needed to fix them are still present.
Want LiveFocus to build the studio at your site?
We bring multi-camera video, broadcast audio, lighting, switching and crew to offices, venues and events across New York, New Jersey and Connecticut.
Plan a recording day