Single tool · Event production
Event Planning Checklist · Single tool
A four-phase producer checklist that walks an event from kickoff to debrief — every cue has a role, an owner, and the sign-off a stage manager verifies before they hand off. Tick items as you go; progress rides along in the URL hash so a returning visitor lands on the same partially-ticked state.
What's inside
4 bundled systems, one release for events.
Checklists
Pre-planning · T-30 to T-14
Four weeks out — define what the day is for, lock the venue, and start the document a producer signs off on.
- Confirm event goal, audience size, and budget envelopeLead producer establishes the headline: who this event is for, what success looks like, and what the envelope allows.Owner · Lead producer
- Pick the date and lock the venueDeposit + hold + permit + insurance in writing.Owner · Lead producer
- Draft the day-of run-of-showCue list with time, role, owner, spoken call, sign-off.Owner · Stage manager
- Build the contingency-branches decision treePower loss, headliner late, weather call, gate surge — fork the run-sheet by branch.Owner · Stage manager
- Vendor shortlist and quotesCatering, AV, security, cleanup.Owner · Hospitality lead
- Confirm permit coverage with venue + citySound, liquor, occupancy, food handling — every permit crossed off before week-before.Owner · Venue liaison
Checklists
Week-before · T-7 to T-1
Seven days out — walk the venue, print the documents, and brief the team.
- Walk the venue with the production leadStage plot, restrooms, signage, egress.Owner · Lead producer
- Finalize vendor list + confirm headcountsSome quotes drift, some vendors drop — close out the list and re-confirm service figures.Owner · Hospitality lead
- Walkie channel assignments + radio testStage manager, runner, hospitality lead, AV lead — channels set, batteries checked.Owner · Stage manager
- Print run-of-show, vendor contact sheet, contingency treeThree documents every lead carries on event day.Owner · Stage manager
- Pre-event team briefRole + owner per cue + call/check vocab.Owner · Lead producer
- Guest commsInvite status, dietary asks, gate timing.Owner · Hospitality lead
Checklists
Day-of
From load-in through debrief — every cue has a role, an owner, and a sign-off.
- Load-in · stage plot pinned, vendor walkie channels setStage plot pinned at the load-in mark, every vendor on their assigned channel.
- Sound check · line + monitor send per cueAV push check, mic check on each channel, monitor sends confirmed.
- Doors open · welcome at gateWristband / token station staffed; hospitality welcomes at the stand.
- Run-of-show handoff · production meetingEvery lead acknowledges their cue line before the headliner takes the stage.
- Headline takes the stage per run-sheetRunner escorts headliner from greenroom; house lights at 80% on cue.
- Mid-block restart · bar + merch openTokens refilled, merch restocked from hold; sponsor moment if planned.
- Strike · load-out beginsStrike captain confirms back-of-house clear before the trucks roll.
- Venue walk + debrief note postedWalk the venue with the lead; debrief note in Slack by EOD.Owner · Stage manager
Checklists
Post-event
Within 48 hours — close out the books and write the next run-sheet better than this one.
- Attendance + reconciliationBar tokens, merch, gate count.Owner · Hospitality lead
- Thank-yousGuests, sponsors, staff.Owner · Lead producer
- Reconcile invoices + close vendor paymentsEvery vendor invoice on the file before the next event books the same vendor.Owner · Lead producer
- Debrief noteSlack / team log: what held the cue, what slipped, what to change next time.Owner · Stage manager
- Update the run-of-show template for the next eventApply the day's lessons — the next producer inherits a sharper run-sheet for it.Owner · Lead producer
Three tiers, one release model
From a single tool to a full system,
Every release ships across the three tiers below so you can start with one fix, layer in a complete toolkit, and graduate to a multi-site rollout when you're ready.
Level 1
Single tools
One document, one fix — a single SOP, template, or calculator you can fill in today.
Level 2 · most releases
Complete toolkits
One coherent release: SOPs, templates, calculators, and onboarding for a single vertical.
Level 3 · by request
Professional systems
Multi-site rollouts, custom verticals, and on-floor implementation support.
Want the full toolkit details?
Send me the toolkit details,
Tell us who's asking so we can send the right release materials — pricing, rollout notes, and a sample artifact — to the right person on your team.
One-time purchase · editable docs and sheets
Try before you buy
Walk every phase,
This is the same four-phase checklist the single-tool download ships with — open it in your browser now, no signup. Tick an item, copy the URL, paste it in a new tab; you land on the same partially-ticked state.
The headline checklist
Walk every phase, from kickoff to debrief.
Tick an item as you handle it — the progress bar updates as you go, the URL rides along. Send the link to a teammate mid-event; when they open it, they land on the same partially-ticked state.
Progress is held in the URL — bookmark the page or send the link to resume where you left off. No account, no signup.
25 items · 4 phases