AV live events - event inquiry to post-derig

Step by step

1. Event Inquiry CaptureLeads

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

2. Event Quote BuildQuotes

   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.

3. Contract and DepositContracts

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

4. Sub-hire and Crew Purchase OrdersPurchase Orders

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

5. Kit Dispatch and Delivery NoteDelivery Notes

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

6. Event-Day Delivery and Change CaptureeForms App

   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.

7. Derig and Kit ReturnInventory

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

8. Final Invoice and Job CloseInvoices

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