The Art of Scheduling for Performing Arts Organizations

Naomi Fleishour

Marketing and Administration

Published November 8th, 2025

Last Updated November 10th, 2025

Every production begins long before the curtain rises. Behind each performance are countless rehearsals, production meetings, lighting sessions, and stage calls intricately coordinated by production and administrative teams who keep the show running smoothly. Yet, for many organizations, scheduling remains one of the most time-consuming and complex challenges of the entire season. As arts organizations rebuild after years of disruption, efficiency and communication are more critical than ever.

Prospero is a modern scheduling and production management solution built specifically for the performing arts. From theaters and dance companies to university programs and production venues, Prospero seeks to address the unique needs of preparing live performances. The platform was created and designed by Travis Frank, a theatrical music director and theater company founder, and Matt Meigs, who spent 10 years as a professional Broadway actor. Over their years of combined experience in the industry, they observed familiar patterns of spreadsheet shuffles, re-arranging last-minute rehearsal schedules, and minor miscommunications that often built up to countless wasted hours and ultimately burnout for the team behind the scenes.

During the pandemic, Travis and Matt took the opportunity to learn to code and shortly after began building an app that could keep time with the unique rhythm of performing arts scheduling. The result is a purpose-built platform that makes planning intuitive, communication seamless, and collaboration effortless. With Prospero, production and administrative teams can manage calendars, rehearsal schedules, room bookings, and cast calls in one central space. Real-time updates keep everyone — from stage managers and actors to designers and artistic directors — aligned and informed. The goal isn’t just efficiency, but artistic focus, so teams can spend more time creating and less time coordinating.

Prospero’s time-saving tools are already transforming workflows across the performing arts landscape. Organizations such as The Washington Ballet, Virginia Repertory Theatre, Liverpool’s Royal Court, and major universities, including the University of Utah, are using Prospero to streamline their operations and optimize their scheduling processes. What started as a tool for theaters is now powering workflows for dance companies, educational institutions, and event venues abroad.

Prospero owes much of its success to consistent collaboration with users. Its founders continues to gather feedback from current users, shaping the platform into a tool built for scheduling efficiency and precision. In an industry that demands the highest standards of innovation, creativity, and attention to detail, the success of the future lies in finding effective ways to manage resources and maximize time value for artists. By simplifying the coordination behind the scenes, Prospero helps organizations focus on what matters most: the art itself.

As the performing arts continue to adapt to new challenges and opportunities, Prospero continues to demonstrate that technology built with the arts community can make the work behind the curtain just as inspired as the work onstage.