So after sending a general curtesy email to the company via our company manager, informing everyone about my inquiry; I then sent out specific emails to participants with consent forms attached. I chose to use a formal approach initially but have been liaising with participants about time/logistics via face to face communication at work and social media. I think this creates a better rapport and more relaxed atmosphere going into the interview and practical demonstrations.
I've created a timetable as shown below to help me visualise what days/times are available for executing activities. It also enables me to note down any anomalies to our working schedule such as reherarsals and things like double show days. I find this method more adaptable than a gantt chart with our ever changing circumstances. This week for example I already had activities scheduled; however due to venue restrictions increasing work load, these have been postponed.
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