Start with production scope
Define the number of stages, operating periods, artist interfaces and technical disciplines in scope. Separate confirmed requirements from items still awaiting approval. Record who owns each decision.
A useful scope document covers stage infrastructure, audio, lighting, video where relevant, temporary power coordination, site logistics, crew interfaces, access control and strike. It should also identify venue rules and local requirements that need competent review.
Read riders as coordination documents
Technical riders are inputs, not automatic site instructions. Extract equipment categories, input requirements, monitor expectations, control positions, access needs and changeover concerns. Compare them with the planned inventory and site constraints.
- Mark shared equipment and discipline-specific equipment.
- Log substitutions for technical approval.
- Track open questions by owner and decision date.
- Keep current and superseded documents visibly separate.
Build a usable schedule
Use a master schedule with load-in, build, system connection, testing, soundchecks, rehearsals, doors, show operation, changeovers and load-out. Add dependencies rather than only listing times. A delay to access can affect every later activity.
Publish a short operational version for crew briefings. Retain the detailed version for production management. Version control matters when multiple suppliers update their own schedules.
Coordinate crews and suppliers
Define reporting lines, handover points and escalation routes. Supplier coordination should cover delivery windows, storage, access credentials, equipment ownership, documentation and release conditions. A single contact matrix reduces duplicated decisions.
Prepare for variance
Contingency planning is a documented response to likely changes. Consider weather, late equipment, delayed access, artist schedule movement, unavailable work areas and communications failure. Record who can pause work and who authorises a revised sequence.
What to prepare and check
- Production scope and responsibility matrix.
- Current technical riders and open-question log.
- Master schedule with dependencies.
- Site plan, access plan and equipment list.
- Contact sheet and escalation procedure.
- Show-day readiness checklist and strike plan.
Check that every technical area has an owner, every critical handover has a time, and every change is communicated to the people affected. General guidance cannot replace site-specific engineering, venue procedures or qualified technical review.