Crew Planner

Gravity Media is looking for a Crew Planner to manage crew scheduling, freelancer bookings, travel, and logistics, supporting the delivery of world‑class live broadcast productions.

About the Role

We are seeking a highly organized and proactive Crew Planner to manage all aspects of crew booking and logistics. As a Crew Planner in our media services department, you will play a vital role in ensuring the seamless delivery of our content by efficiently managing the scheduling and coordination of crew members across multiple projects. You’ll be responsible for planning and allocating the right people to the right jobs at the right time—balancing project demands, crew availability, skill sets, and budget constraints. Working closely with technical teams and freelance talent, you’ll ensure all broadcasts are fully staffed and resourced. Your work will directly impact the success of our projects, helping to deliver high‑quality content on time and on budget. This role requires strong organizational skills, attention to detail, and the ability to manage multiple schedules in a fast‑paced, deadline‑driven media environment.

What You'll Be Responsible For

• Assisting in staffing of all the categories of engineers and in the booking, hiring of freelancers and handling the associated paperwork as required by the needs of projects.
• Assist in monitoring and maintaining crew schedules to ensure alignment with established company working practices, flagging potential conflicts or scheduling issues in advance and working with relevant stakeholders to resolve them promptly and efficiently.
• Act as a liaison between the Finance Project Lead, Heads of Departments, Project Planners, and Unit Managers to determine staffing needs for current and upcoming projects. Maintain regular communication to ensure clarity and alignment on crew requirements and adjustments as production plans evolve.
• Ensure that all job roles, assignments, and personal crew data are accurately recorded and maintained within the Team Track system. This includes onboarding new freelancers, processing contract changes, and liaising with Project Planners to update records in a timely manner, reflecting the latest project requirements.
• Take responsibility for compiling, reviewing, and submitting accreditation lists to clients, ensuring the accuracy of details and timely delivery in accordance with client requirements and event timelines.
• Oversee the preparation and submission of all necessary documentation for international assignments, including Visa applications, SIPS1, A1 forms, and Posted Worker notifications. Ensure compliance with legal and regulatory requirements for overseas deployments.
• Develop and maintain strong professional relationships with freelance crew members. Act as a point of contact to support freelance crew onboarding, address queries, and foster a positive and collaborative working environment that encourages repeat engagement.
• Provide logistical support in the booking and coordination of travel and accommodation for core UK‑based crew members, working in tandem with Project Planners to ensure all arrangements align with project needs, crew preferences, and budgetary constraints.

This Role Is For You If You Have

• Exceptional organisational and time management skills – handling multiple bookings and deadlines simultaneously.
• Strong communication abilities – liaising with internal teams, crew members, and external partners with clarity and professionalism.
• Attention to detail – ensuring accuracy in visas, travel arrangements, and scheduling.
• Problem‑solving mindset – navigating last‑minute changes or travel complications calmly and efficiently.
• Knowledge of visa processes (e.g., SIPS1, A1) – familiarity with international crew logistics is a definite plus or a willingness to learn.
• Experience with travel and accommodation booking platforms – ideally with an understanding of budget tracking.
• Proficiency in Microsoft Office and scheduling tools – such as Excel, Outlook, and crew management systems or a willingness to learn.
• Team player attitude – working seamlessly across departments and fostering a positive team culture.
• Discretion and professionalism – dealing with sensitive crew data and travel documentation.

Gravity Media is an equal opportunity employer and we welcome a diverse range of applicants. All qualified applicants will receive consideration for employment without regard to any characteristic protected by law. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. The company is pleased to provide such assistance, and no applicant will be penalized as a result of such a request.