For production managers and technical directors who send the crew the information they need the evening before the load-in. It suits a conference, awards show or hybrid event with several departments arriving at different times.
What it catches
- A crew member who does not know which entrance the loading bay uses.
- Van parking that needs a permit nobody has booked.
- A department with no call time, so they arrive when it suits them.
- A crew with no idea where the nearest A&E or assembly point is.
- A weather change that affects an outdoor load-in.
How to adapt it
Fill the header with the facts that apply to everyone: address, parking, load-in route, catering, A&E and the emergency procedure. The Day schedule sheet gives the timeline in order. The Crew calls sheet gives each department its call time, with the person, role and mobile. The Key contacts sheet lists the people the crew might need to reach. Send it as a PDF the evening before, and issue a new version number if anything changes, with the change marked at the top. Keep a printed copy at the gallery and at the loading bay.
Get the Excel file
The preview is free to look at and print. For the clean file, put your email in and we'll send a download link straight away.
Open the watermarked preview (PDF)Rather we did the paperwork?
Send the client brief and floorplan to Production Office and get back the kit list, signal flow, crew plan and schedule, checked by a broadcast engineer, with nothing of ours on it.