Pre-Planning a Day Before Event Set-Up: Checklist & Guidelines General Pre-Planning Checklist

• Confirm Venue Access: Ensure you have confirmed entry times for the venue and any necessary permits.

• Check Event Timeline: Review the schedule to plan set-up priorities.

• Team Coordination: Assign tasks to team members and distribute a contact sheet for quick communication.

• Reconfirm Deliveries: Double-check arrival times for rental equipment, catering, and other essentials.

• Emergency Kit: Pack essentials (first aid, multitools, duct tape, scissors, pens, zip ties, and flashlights).

Do’s and Don’ts for Event Stage Set-Up

Do’s

1. Map It Out: Use a stage diagram to determine placement for all equipment, furniture, and decorations.

2. Check Power Needs: Ensure all equipment has adequate power outlets nearby and avoid overloading circuits.

3. Secure Equipment: Use gaffer tape, safety cables, and clamps to prevent accidents.

4. Test Everything: Run a trial of the lighting, audio, and visuals to confirm functionality.

5. Label Cables: Use color-coded or labeled tape to identify cables for easy troubleshooting.

6. Allow Extra Time: Finish set-up with time to spare for troubleshooting.

Don’ts

1. Don’t Block Exits: Keep emergency exits clear and ensure cables don’t obstruct pathways.

2. Don’t Overload Circuits: Avoid daisy-chaining extension cords or overloading power strips.

3. Don’t Skip Safety Checks: Always double-check stage stability and equipment placement.

4. Don’t Forget Spare Items: Always have backups for essential equipment.

5. Don’t Overcrowd: Limit the number of people on stage during set-up to prevent accidents.

Stage Equipment Checklist

• Stage Essentials:

  • Podiums or lecterns

  • Stage risers and platforms

  • Backdrop or drapes

  • Stage stairs (if needed)

  • Safety rails

  • Furniture (tables, chairs, stools)

• Lighting:

  • Stage lights (spotlights, floodlights, colored gels)

  • Light stands or trusses

  • Dimmer boards or controllers

  • Extension cords and power strips

• Audio:

  • Microphones (wired, wireless, lapel)

  • Mic stands

  • Mixer or soundboard

  • Speakers and monitors

  • XLR cables

  • DI boxes (for instruments)

• Visuals:

  • Projectors and screens

  • Video monitors or TVs

  • Video cameras

  • Tripods or camera stands

  • Spare SD cards and batteries

  • HDMI and VGA cables

Audio and Visual Equipment Checklist

Audio Equipment

• Microphones (Dynamic/Condenser/Lapel)

• Mic stands and clips

• Audio mixer or soundboard

• Speakers or PA system

• XLR, ¼-inch, and auxiliary cables

• Headphones for sound testing

• Power conditioners to prevent surges

Visual Equipment

• Video cameras (with extra lenses)

• Tripods, sliders, or gimbals

• Spare SD cards and fully charged batteries

• External hard drive for data storage

• Monitors or preview screens

• HDMI/VGA adapters and cables

• Gaffer tape for securing cables

Lighting Accessories

• LED panels, spotlights, or PAR cans

• Gel filters for color effects

• Dimmer controllers

• Lighting stands or rigs

Extras

• Extension cords (long and heavy-duty)

• Gaffer tape (for securing cords and equipment)

• Surge protectors

• Backup chargers and battery packs

• Cleaning supplies for lenses or screens

Final Touches

• Conduct a complete walkthrough of the setup with the team.

• Test all audio and visual systems simultaneously to identify potential interference.

• Keep a log of all borrowed/rented equipment to ensure nothing is left behind after the event.