Prepare for on-site management

1. Check with the venue owner on any particular procedures that you don't already know.
2. Go over the actual event site and plan how you will manage on site at the venue. Where will you put particular items? How will you get around?
3. Check final arrangements for all aspects of the event
4. Finalize and collate materials for on-site management (maps, instruction lists, etc.)
5. Brief your staff

If you've planned it right, you should know what to do for event set-up on site:

1. Contact nominated suppliers and reconfirm/agree requirements.
2. Make any adjustments with the suppliers.
3. Check that the whole event is set up to run as planned.

 

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Oversee stage preparation and set-up

1. Check that technical and performance people are present and have done any admin. procedures.
2. Brief the production and performance team.
3. Organize physical elements.
4. Check that cast and crew valuables are secure.
5. Check with colleagues about any other pre-performance requirements.
6. Identify potential problems that could impact on the smooth running of the production and fix them. Tell anybody who needs to know.
7. Check that equipment is correctly arranged.
8. Check that the stage is secure and safe, especially temporary staging.
9. Make sure that everything gets done on time. Take short-term action to resolve any problems in meeting the deadline.
10. Supply performers with any items they need (e.g. make-up, props, microphones (e.g. radio microphones) equipment, etc.)
11. Check that all technical pre-show checks are completed on time and that all technical elements are operating.

 

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Final pre-show checklist

With thanks to Garry Low

1. Set up screens to create backstage, right (2) and left (3).
2. Confirm walkie talkies and headsets are operational.
3. Confirm first aid kits
4. Preset stage props, if required. Ensure all props for production are available and ready in backstage
5. Sweep/vacuum stage and auditorium if necessary
6. DOUBLE CHECK stage floor and auditorium for loose objects, materials, and anything that is not meant to be there.
7. Check all ladders are put away and hidden outside reach.
8. Remove from backstage all loose objects and unneeded props.
9. Verify stage entrances (only enter from stage left, unless otherwise prearranged) are clear and unobstructed.
10. Ensure all stage curtains are opened (or closed) accordingly and appropriately.
11. Ensure all curtains around the auditorium are closed.
12. Ensure all required mic(s) are available and within reach.
13. Ensure working flashlight is available.
14. Ensure runsheets are available. (7 black/white, 3 colored)
15. Ensure all core staff (e.g. leader, speaker, stage manager, canteen, core leaders) have 1 black/white runsheet each.
16. Ensure Producer gets 3 colored runsheets.
17. Confirm sound check completed.
18. Confirm lighting complete.
19. Confirm all visual dry run complete.
20. Ensure clock/watch is available.
21. Announce when 10 minutes countdown starts.
22. Auditorium opens 5 minutes before show, check with producer.
23. Producer will give a "GO" to begin.

 

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