Event day checklist
- The person in charge who has the authority to make any decision, if necessary
- Persons in charge of other areas of responsibility
- Essential contact persons for all workers/volunteers, including phone numbers to reach them on the day of the event
- e.g. for the stage manager, phone numbers of all performers/their agents; contact information of the head of the security stewards, the first aid crew and for all premises that may be locked
- Social media: who is in charge of updating social media channels on the day of the event?
- Still/video photography
- Reception of performers/participants/workers and volunteers/guests
- Backstage area, spectator areas, waiting rooms, press rooms -> are the facilities ready, are they clean and tidy, ensure signage and direction to them
- Distribution of area passes/wristbands to workers, security stewards, technical staff, performers, etc. Provide colour-coded passes/wristbands, if necessary.
- Structure checks
- Soundchecks (between 7 am and 8 pm, preferably during daytime)
- Technical tests (e.g. lights, projectors, computers)
- Reception of emergency service representatives and participation in the audit
- Shifts, lunch breaks and toilet breaks for staff members
- Clothing for staff according to the weather
- Setting up, equipping and staffing an info desk
- Lost and found: arrange for a locked storage for lost and found items
- First aid kit and extinguishing equipment
- Briefing for security stewards
- Mobile phones/walkie-talkies
- Who switches on the electricity and/or unlocks electrical cabinets? Is it necessary to turn on water/heating/air conditioning?
Pro tip: The most frequently asked questions at info desks concern toilet facilities, smoking areas, first aid stations and food or coffee stands. It makes sense to mark these areas and facilities very clearly and make sure that staff (including security stewards) know where they are and how to direct people there.
Pro tip: If you have to spend a lot of time outdoors in the cold during the event, pack a second set of clothes, including underwear, and keep it in a warm place. You’ll be surprised at how warm you feel after changing.
The type of equipment you need depends on your event. Here is a short list of things we have found useful at most events.
Important items to remember:
- Event permits and licences for inspection;
- Venue map;
- All necessary keys (electrical cabinet, backstage area, info booth, etc.);
- Cable ties, insulating tape, riveting gun and rivets;
- Marker pens, pens and pencils, paper, cardboard;
- Rubbish bags, towels, kitchen roll;
- Rain cape, sunglasses, water bottle, packed meal (production team may not have time to take a lunch break).