Checklist – Major Events

Facility-Indoor

Usable Square Footage
Location of Loading Dock and Hours
Lighting Controls/ Power Availability/ Supplemental Power
Facility Contact
Space Capacity
Floor Plan/ room dimensions, ceiling height, HVAC system, smoking/non, exits, entrances
Water Source Available
On/ Offsite catering
Disability access
Green Room
Kitchen Facility-available equipment, location, size
Available Storage
Available Staging
Lost & Found- Items- children
Signage- traffic control
Décor Rental available
Adult to child ratio
Liquor licenses
Trash disposal-dumpsters, recycle, portable restrooms
Ingress and egress
Union house
Dressing rooms
Parking-size, location (guest), location (staff)
Valet service
Coat Check service
Overnight accommodations
Room dividers
In-house support
Décor restrictions
Set up/ breakdown hours
Contract development
Deposit requirement
Contract
Raid date
Pre con meeting
In house A. equipment list

Facility- Outdoor

Water Source
Power Supply
Type and sizes of tents
Facility contact person
Emergency contact
Site survey
Water source location- pressure, is meter required
On/Off site catering
Kosher caterer available
Disability access
Size & surface of area
Required permits and licenses
Height restrictions for tents
Set up hours/ breakdown
Parking facility- spaces available
Parking charges
Parking staff/ directors
Digging restrictions and contact
Inclement weather plan
Restrictions/ requirements
Security/ police requirements
Noise/ curfew restrictions
Can stakes be driven into surface for tents and fencing
Flooring
In-house rentals
Staging for entertainment

Security

Type of Security
Armed/ Unarmed
Plain Clothes/ Uniformed
Number of Security Checkpoints/ Roaming
Consumption of Alcoholic Beverages
Dogs
Roaming
Communication
Closed Circuit Surveillance
Security Booth/ Checkpoint
Metal Detectors
ID for staff and delivery personnel
License Plates of Delivery Vehicles
Security Clearance for all staff
Computer and phone line for security rechecks
Signage
Emergency Evacuation Plan
Emergency Access for Vehicles
Lost Items Area

Parking

Define Parking for Staff, Trucks, Rigs, Trailers
Define Parking for Guests
Define Traffic Patterns
Valet & Staff, shuttle for staff to event
VIP Parking
Valet Parking
Off Site Parking/ Location and Access/ Sufficient Lighting & Security
Guest Drop off point/ ground conditions
Traffic/ Valet attendants with flashlights and florescent vests
Valet Parking tags/ valet station (tented)
Parking cones
Site inspection of parking area and road/ i. pot holes, rocks
Pipe and drape for utility vehicl Behind stage
Fire lanes

Transportation

Type and number of vehicles
Driver Instructions/ Exact Routes
Signage- Route & Location
Emergency Routes and alternate routes
Continuous bussing or shuttle- bus # according to passengers & distance
Communication
Lighting @ entrance and exit
Handicapped Transportation
Ground conditions (inclement weather)
Platforms or steps for guests stepping on or off buses
Marquee or covered entrance for guests
Guide/ host on bus
Additional VIP Transportation
Golf Carts
Transportation for entertainment
Transportation for high end entertainment- helicopter/ limo
Boating transportation- high & low
Valet
Signage for staff transport
Luxury Motor Coaches

Restroom Facilities

Permanent or Convenience
Location and Number of Units
Supplies
Port-a-Johns (1 per 50 guests)
Lighted
Wash basins
Handicap Units
Unisex
Tented
Staffed
Floor plan

Special Services

Special Trash Pick-up
Lift Operators
Handicap Needs
Plastic trash cans with liners
Emergency services
Dumpsters (permits?)
Set up tent for catering and entertainment
Special needs for hearing impaired
Lift operators for signage, staging, etc.
Citronella candles/ bug deterrents
Water truck
Guide Wires
Recycling
Translation services

Signage

Signs for Registration
No Smoking
Restrooms
Directional Signage
Designated load in and loud out areas
Registration (Alpha signage)
Designated smoking area
Schedule of events (timeline)
Reserved areas (seating, etc.)
Banners (following logo guidelines)
Emergency Information
Transportation (directions, ) (Bus numbers, hotels)
Exit signs/ fire extinguishers
Menus
Nametags

Décor

Entrance
What kind
Flooring/ carpeting
Dimensions
Staffing/ costumes
Colors
Covered
Flags/banners
Plants/ floral/ signage
Seat assignments
Ambient support (lighting, smoke)

Stage

Budget
Responsibilities (vendor, client, production teams)
Set up/strike
Reception Tent
Bars
Buffet
Passed hors d’oeuvres
Ceiling décor
Balloons, centerpieces, linens (length, overlays)
Kinds of tables
Wrap poles
Entertainment (staging/skirting/ hard or soft stage)

Main Tent

Fire retardant fabric/ draping/ walls & ceiling
Lighting-uplights/ pinspots
AC/ heating
Chair covers, linens, centerpieces
Special Effects
Table numbers
Candles
Napkins
Water
Ice sculptures
Give-aways
Place cards/ menus
Scrim
Pipe & drape
Registration Desk

Site Plan

Conceptual Drawing of tables, staging, etc.
Site/ evacuation plans
Faxed to appropriate people

Staff

Host/ hostesses
Directions
Registration
Food & Beverage (servers/ clearers, bartender ratios)
General maintenance (electrician, restroom attendant, etc.)
Technical Director (sound, lighting, etc.)
Site Manager (Parking, grounds, tents)
Security/ loss prevention (EMS, Police, Fire)
Entertainment (dressing room attendant, runner)
VIP Coordinator (client attendant)
Models, Demonstrators
Transportation Lead

Issues related to all staff:

Training/ pre-event and day of show briefings
Uniforms appropriate/ name-tags & credentials
Evaluation specific language needs/ sign language
Check staff licensing needed by staff
Breaks, floaters or no show contingency
Site Plan-station arrangements
Staff assembly/ break area
Schedule checkin/ checkout
Check Vendors staff and assign staff member for each if possible

Food/ Beverage

Guest Ratio for Buffets and Bars
Walk-up Bars or Cocktail Service
Define Traffic Flow
Staffing Tent
Sign in sheets
Team prep captains
Team serving captains
Servers
Coordinators
Assignment List
Walkie Talkies
Uniform
Cook tents: sanitation station

Main Tent Bar Service

Coffee Station
Tables- #
Liquor
Sodas Water Stations
Wine
Water
Chairs
Beer
Juice Buffet Tables / Place cards/ table numbers
Ice
Staff Bathrooms
Menu cards
Napkins
Garbage Cans
Stirs
Ice Bucket Servers
Signage exit
Glasses
Dishes
Candles/ matches
Misc. bar equipment

Service Tent

Prep tables
Pitchers
Stoves/ ovens
Garbage Cans/ liners
Water Service
China
Refrigerator trucks
Coffee pots
Stemware
Racks
Hot boxes
Refrigerators
Food
Sternos
Lighting/ power
Trays/ tray jacks
Grill/ charcoal
Coolers for ice/scoops
Cleaning supplies
Duct tape
Dumpster/ recycling bins
Extension cords
Food pantry
Rubber spatulas
Misc. spot lights
Tent signage
Pots & Pans
Paper, pens
Fire extinguishers
First Aid
Water pitchers
Propane
Flash light
Ice picks
Salad racks
Adapter plugs
Pastry Racks
Servicing Sequences

Audio Visual

Sound Requirements

Stage
Special
A/V Communications
Placement
Event staff communication (walkie talkies)

Screens

Type of Projection: front & rear
Size
Quantities

Lighting

General
Functional
Ambient
Special effects
Intelligent
Stage

General

Site plan
Timeline
Script/ agenda/ program
Specs from entertainment
Permits (noise/ fire)

Projector(s)

Qty.
Type
Placement
Size

Equipment

Special Construction –i.e. forklifts, ladders, tools, e
Tables
Carts
Rigging
Teleprompters

Staffing

Overtime
Budget considerations
Security of AV
Numbers

Power

Amp requirements
Outside equipment

Entertainment

Agent Fee/cost
Availability
In Rate Schedule
Production Rider
Rehearsal Schedule
Green Room
Security
Travel/ Transportation
Food/ Beverages
Security Badges
A/V Housing

Types/ style of entertainment

Performance Schedule
Set times
Pre Acts
Breaks

Lighting-Functional/ Ambient

Logistical

Sound Check
Electrical/ stage/ physical
Production Schedule
Permits
Setup/ breakdown
Stage manager Rentals

Lighting for Load-In/ Load Out

Existing or Temporary
Location

Power Needed
Install or strike go into nighttime hours
Tents for power: sizes, special requirements for each
Secure generators and backups
Confirm onsite technician
Preproduction orientation with all involved
Catering, director, lighting com
Determine program
Script to determine lighting cues
Spotlights
Special effects
Gobo requirement
Pin spots on centerpieces
Ceiling treatment light requirement
Entertainment lighting needs
Lighting checks
Parking lighting

Emergency Risk Management

First Aid/ EMS/ Fire Marshall on site
Fire extinguishers, type and quantity, chain of command list
Flame resistant materials only
Testing/ Information on Flame Resistant Materials
Security for load in/ event/ load out
Security for equipment
Exit Signs- illuminated with battery back up
Posted site plan at each exit
Audio back up for exit signs (ADA)
Fire extinguishers, number required through Fire Marshall
Appropriate exits-placement & clearance in accordance with Fire Marshall
Tips for training bar staff
Food preparation regulations
Walkie Talkies
Employee Credentials
Checkpoint onsite plan

Permits and Licenses

Off Premise Beverage License
Sound Permits/ Special Effects Permits
Parking Permits
Noise Permits
Tent Permit
Pyrotechnic permit
Trash permit/ dumping permit
International permits for international entertainment
Music Copyrights
Work permits
Environmental Permits (wet lands?) for site
Motor Coach/ bus permits
Traffic Permits
City/ town/ village permits (blocking streets, road, traffic, )
Police for traffic
Fulfillment of Entertainment Rider

Insurance

Proof of Liability Insurance
Proof of Workman’s Compensation
Proof of Liquor Liability
Vendors to list our company and client as additionally insured
Indemnify owner of site
Non-performance insurance for entertainment
Rain (elements) Insurance
O.I. From Vendors
Raise Insurance limit for one time larger events

Overall Power Requirements

Functional Lighting/ Decorative Lighting
Caterer Requirements- oven, coffeemaker, et
Entertainment
Décor
Pyrotechnics/ laser show
Generator/ air conditioning
Restrooms
Communications (battery chargers)
Set/ strike lighting
Broadcast (TV/ radio/ music)
Water Source power needs
Extension cords/ strip connectors/ junction boxes
Logistics sheet (power when, where, etc.)
Technical support/ site plan
Contracts with power requirements
Propane?
Power consultant on site

Equipment List- Rentals and Purchases

Tables/ Chairs
Stage- type, size, height
Tenting- type, size, color

Communication (printed pieces)

Invitations/ RSVP master
Counts
Maps
Parking Passes
Signs/ banners
Schedule of Events
Program
Table signs/ numbers
Place cards
Question & Answer document (addressing attire, etc.)

Communication Miscellaneous

Equipment
Supplied
Rental
Portable Landline
Computer
Walkie Talkie/ Headsets/ Cellular Phone/ Runners
Channels
Training/ Tech Support External
Maintenance Testing Set up
Distribution Center
External Contact Sheets
Clients, vendors- entertainment
Landlines: Phone Banks
Computer Hook ups
Fax
ATM
Credit Card Communication
Communication During Setup
Set up/ arrival schedules
Check in schedule/ timing
Event Night Communication
Command center
Facility tent
Parking
Medical/ security
Check-in/ VIP
Production/ entertainment
Power source: electric, gas, water
Local Emergency List
Communication Hierarchy
Distribution of master-list/ timeline
External representative
Press/ participants
Client representatives

Contingency Plan

Rain/ Flooding
Loss of Power
Speaker/ Emcee/ Entertainer Cancels
All subcontractors have detailed contingency plan
Have all phone numbers and pagers, fax numbers of all subcontractors
Have standby people from local agencies- gas & electric company
Have onsite people from tech companies.
Have communication equipment onsite
Cellular phones, headset Walkie-talkies, spare batteries, chargers, etc.
Emergency Evaluation Plan
Insure contingency plans of all subcontractors are written in contract
Clause contingency and costs involved
Organizational Chart – Communication w/ CEO-priority- chain of command
Spokesperson to Media