Scheduling

Welcome to Frost Productions. This is a basic outline of how to best communicate with our Scheduling Department.

Shift Schedules

How to Read Your Schedule

Below you will find a sample schedule PDF and a breakdown on how to read this document. Please note, to be confirmed for a Requested call you must respond to the email containing the PDF attachment AND receive a confirmation response from the Scheduling Department.

How to Confirm Calls

Once you receive a schedule PDF, please carefully review each call you are requested for and reply to the email sent to you as soon as possible to let us know if you are confirming or unable to make those calls. Please make sure to review every aspect of every call: Call time, length of shift, dress code, meeting location, assignment etc. Note that call length is an approximation, subject to changes while onsite. If you have a question about what you’ve been sent, please let the Scheduling Team know via email and they will help clarify.

Please note that Frost utilizes a military time system. If you ever have a question or need clarification on which date a call is occurring, please ask and we will be happy to clarify. Please refer to the chart below.

Calling Out of a Confirmed Shift

On the rare occasion that you are unable to make your call and you need to call out, please make sure to let the proper people know as soon as possible, especially if this is a last-minute issue. If you are unable to make a shift or are running late, you must alert your Crew Leader as soon as you are able and then follow up with the Scheduling Team via email.

1. If this is a “day-of” cancellation, you must call/text your Crew Leader ASAP to let them know you will not be there.
2. You must also e-mail the scheduling team ASAP and contact the office at: (212) 751-2391

Availability

Updating Availability

An availability email blast will be sent out at the beginning of every busy season. Please be sure to indicate when you're NOT available. Be as specific as possible.

Throughout the busy season the Schedule Team will send out availability emails for the upcoming month or so. If you have already been updating us regularly regarding your availability – that’s great! Please continue to do so. You should also feel free to respond to the availability blast anyway, as there may have been changes to your schedule since we last heard from you.

Hold Requests

You may also receive a “Hold Request” email from the Schedule Team as we encounter particularly busy days in the field. On those days, we are often looking at scheduling no less than 70 - 80 people. Please respond to those emails as soon as you can to help us estimate how many of our Frost Freelancers will be available and to secure your hours for that day. We will then respond that you are on hold for the day. As we get closer, we will be able to provide further details as information on our end solidifies.

Onsite Reminders

Safety Reminders

If you have not received a copy of the Frost Employee Handbook, let us know and we will send one along

Beginning of Shift Procedure

When you arrive at your assigned job site, you must check in with your Production Leader and you must clock in via our time clock site/app.

• If you have questions about your meeting site before the day of, please feel free to contact the Scheduling Team and we will do our best to clarify.
• If you have questions the day of the event – please call the Production Leader for your shift. Please do not call the Scheduling Team unless you are having trouble reaching your Crew Leader.

When you arrive at your scheduled calls you must punch in, as you are responsible for clocking your own hours to get paid. Remember: you must also punch in and out for your breaks.

Onsite Attire

Unless otherwise stated in red lettering on your schedule pdf, the dress code for all set-up and strikes is a Frost t-shirt, clean work pants, and work boots. The dress code for The Met Club is a Frost polo and clean work pants. Do not arrive to site in inappropriate attire.

Onsite Etiquette

Keep in mind that you are a representative of Frost Productions and while onsite you should act in a safe, courteous, and professional manner. Work with clear intent and purpose without compromising safety.

Phones & Photography

Please refrain from using your cell phone on site. Texting or making phone calls while working creates a distracting and disruptive environment that can potentially endanger yourself and your surrounding crew members. Please refrain from taking any onsite pictures as design elements are the intellectual property of the designers and have been contracted exclusively by and for our clients.

End of Shift Procedure

You need to check with the Production Leader for your shift before clocking out via our time clock site/app and leaving the job site. You must punch out when you leave the job site; not at the end of your scheduled shift. If you ever forget to punch in or out for a shift, or are having difficulty with the time clock system, please contact Payroll@frostproductions.biz directly.

Show Call Reports

A Show Call Report is required for every show-call shift. If you work a show call shift with Frost, please take 15 minutes at the end of the event to compose and submit a report immediately upon completion. Please be sure to include the job name/venue, the date, hours worked, a general summary of the event, and any specific information regarding equipment issues or additions. Reports can be submitted using the online form at www.frostproductions.biz/showcall or in the body of an email sent to showcalls@frostproductions.biz.