AV Live Events - Event Inquiry to Post-Derig

Capture the client brief: event date, venue, delegate count, run-of-show format, and technical requirements. Record budget range and decision timeline.

Line out all technical elements - audio, lighting, video, staging, streaming - and cost crew days separately. Raise RFQs for any sub-hired kit to confirm costs and availability before issuing the quote.

Issue the contract once the quote is accepted. Raise a deposit invoice if applicable. Convert the accepted quote to a live job.

Raise purchase orders for all sub-hired equipment and contracted freelance crew. Confirm supplier delivery logistics and venue access windows.

Generate the kit manifest and issue a delivery note for all items leaving the warehouse. Record serial numbers for high-value equipment.

Execute the production. Use a digital form to capture any additions agreed on the day - extra equipment, extended crew hours. Record the client contact who approved the change before starting additional work.

Return all kit to the warehouse and reconcile against the original dispatch list. Issue delivery notes for any sub-hired equipment returned to suppliers.

Raise the final invoice including supplementary charges for event-day additions. Reconcile all supplier invoices against purchase orders and close the job.

Crew availability and kit allocation across multiple concurrent events create scheduling conflicts that don't surface until days before the event, leaving no time to source alternatives.

Sub-hired equipment arrives without a formal check-in process, making it impossible to confirm what was used, what was substituted, and what actually needs to be returned to which supplier.

Additional technical requirements agreed verbally on event day - extra microphones, extended rigging time, an unplanned camera position - are never captured, resulting in unbilled hours and lost revenue.