Six working checklists cover an event from scope lock through strike. Each list lives on its own page so the right stakeholder can use the exact checklist they need without scrolling through unrelated phases. Start with the master timeline, then layer in the venue, walk-through, day-of, coordination, and outdoor lists as the project demands.
Which checklist to use when
Each checklist is built for a specific moment in the planning cycle. Run them in roughly this order, but use whichever apply to your event type.
| Checklist | When to run it | Primary owner | Open |
|---|---|---|---|
| Event Production Checklist | 4 weeks out through post-event strike. The master timeline. | Production lead | Open |
| Venue Event Checklist | During venue contracting and again 2–3 weeks before load-in. | Planner and venue contact | Open |
| Pre-Event Walk-Through Checklist | Onsite, 1–2 weeks before show. Sometimes day-before for fast turnarounds. | Production lead with venue contact | Open |
| Day-Of Event Operations Checklist | Crew call through strike closeout. | Stage manager / show caller | Open |
| Venue AV Coordination Checklist | Two-sided checklist for planner and venue team kickoff. | Planner and venue operations | Open |
| Outdoor Event AV Checklist | Use in addition to the master list whenever the event is outdoors. | Production lead | Open |
Why we split these into separate pages
A single mega-checklist looks thorough on paper and fails in practice. Stakeholders skim, miss the items that apply to them, and treat the document as reference rather than action. Splitting by phase keeps each list short enough to actually run line by line, and short enough to send to the one person who owns that phase. Venue contacts only need the venue and walk-through lists. The stage manager works the day-of list. The production lead owns the master timeline and uses the others as inputs.
How to combine them on a real project
Most corporate meetings, school events, and venue programs use four of the six lists: the master production checklist, the venue checklist, the walk-through, and day-of operations. Add the venue coordination checklist whenever there are two teams to align (in-house venue ops plus an outside planner or production company). Add the outdoor checklist whenever any part of the event is outside, including outdoor receptions attached to indoor programs.
- 4 weeks out. Run the master Event Production Checklist. Use the Venue Event Checklist to verify hard constraints in writing.
- 2–3 weeks out. Update the master checklist with any venue or scope changes. Distribute the Venue AV Coordination Checklist if planner and venue are separate teams.
- 1–2 weeks out. Run the Pre-Event Walk-Through Checklist onsite with venue, planner, and production lead together.
- Show day. Run the Day-Of Event Operations Checklist from crew call through strike. Use the Outdoor Event AV Checklist alongside it whenever the event is outside.
What every checklist has in common
Each list shares three rules that protect the program:
- Confirm, do not assume. Every line item gets confirmed in writing or marked unverified.
- Name the owner. Every line item has one accountable owner, even if multiple people contribute.
- Document changes. Anything that changes after the checklist is signed off goes into the show notes with a timestamp and the approver.
Common planning mistakes the checklists catch
- Treating the venue tour as a walk-through. The tour shows the space. The walk-through pressure-tests the production plan against the space.
- Skipping power verification. Many venue rooms run AV and catering on the same circuits and trip during service.
- No defined show caller. Without one person calling cues, transitions drift and crews talk over each other on comms.
- No strike plan. Late strikes trigger overtime, dock conflicts, and damaged client and venue relationships.
- Adding remote viewers late. Hybrid streaming added inside two weeks rarely matches the quality of program audio and video.
Which option fits best?
The right support level depends on event size, venue and site constraints, staffing depth, technical complexity, and how hands-on your team wants to be during execution.
Rentals Only
Best when your team can run the checklists end to end with confidence and the program is straightforward. This is usually the lowest-cost path.
Hybrid Support
Best when professional setup and verification matter, but your team or venue staff can run the show with simple operation. Lower risk than DIY at lower cost than full-service.
Full-Service AV / Production
Best when timing, coordination, and reliability matter most, when multiple systems must work together, and when you want the least hands-on involvement on show day.
Recommended Next Step
The right support model depends on event size, venue, staffing, and how hands-on you want to be. Browse related rentals if you know the gear list. Ask for a recommendation if you are sizing scope or comparing approaches. Request a quote when you need delivery, setup, onsite operators, or full production.
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