Live events, regardless of the scope or size, are filled with a multitude of moving pieces. From big picture items like stage set up and event schedules, to each granular detail, like how many cables are used and where each specific one will be placed, a great event runs like a well-oiled machine – but it all hinges on everything going to plan. One forgotten piece of gear, one missed schedule, one room diagram misplaced, is all it takes for significant challenges to present themselves onsite.
Sounds daunting, doesn’t it? Luckily, with the right process, it doesn’t have to be. When it comes down to it, the key to a successful event is planning every detail and thoroughly communicating them.
It sounds simple enough – but with so many people working on an event with so many details, it’s not impossible for mistakes to happen – which is why our entire well-rehearsed process is centered around building and activating on a comprehensive showbook.
Read more to learn what the showbook is – and how we create it.
What is the Showbook?
Think about a surgical floor at a large hospital. There are several surgeons and support teams performing countless surgeries across many operating rooms everyday. With schedules getting moved around for emergencies, patient complications, or procedures that don’t go exactly to plan, it would be incredibly easy for mistakes to occur. And yet, the wrong patient having their head shaved for neurosurgery is incredibly rare. Why? Because hospitals have a system. It’s a system full of checks and balances where everybody has distinct responsibilities and checklists to follow.
We have a system, too – and it culminates in the creation of a showbook.
The purpose of the showbook is to have a physical and virtual document that contains any and all information our crew, clients, and supporting event staff could possibly need to know about the show. This ensures that everybody has access to all the information they need and is on the same page.
This includes all technical information, like a detailed floorplan with all AV components, a rigging plot, and a wiring diagram. It also contains general information, from addresses, staff lists and contact information, overall event schedules and crew schedules.
Logistics, like venue information, schedules, delivery arrangements, freight schedules and maps, and load-in details are all in the showbook, as well as detailed technician expectations to make sure everybody adheres to the same standards.
There’s links to all client content so it can be referenced easily, special notes about the venue, equipment orders and corresponding pull sheets, and client contact information.
Essentially, if it’s something anybody working on the event may need to know – it’s in the showbook.
Our Process.
The showbook is built throughout the entire pre-production process and isn’t finalized until every detail is set in stone. By using the showbook as a resource and checklist, it guides our process to make sure no stone is left unturned.
Creating the Event Brief.
Once our team is selected for an event, our sales lead takes the information gained during the RFP process and creates an event brief. The brief outlines every element of the event and gives a high-level overview of the meeting. This is important as the equipment listed in the sales order could be deployed in a wide variety of ways, so the brief gives the production team initial information about what the event will look like – not just what gear it will require.
Introducing the Production Team.
Next, the initial brief is reviewed by the event’s production team. Note we said team – not individual. Our events are planned by committee, so rather than having just one person handle all of the details until we arrive onsite, each meeting we produce has a full team supporting it. Each member of the production team has a clearly defined role and responsibilities and is responsible for a specific part of the showbook, which not only makes sure that everything is accounted for, it increases our capacity by reducing bottlenecks and giving clear next steps.
The production team is introduced to the client on a call and planning officially begins. During this call, we confirm all the details listed in the brief are correct, make sure nothing has changed, and gather any new information. If there are additional technical questions that need to be asked, this is when we ask them. However, unless there is a change to the scope of the event, there usually isn’t much.
At this stage, we also ask that venue floor plans, event schedules, and the run of show are shared, as well as any show files the client will be providing, like PowerPoint presentations, video content, lower thirds, graphics packages for live streaming, print materials, and more. We don’t necessarily expect that content is finalized at this stage – but we love to start collecting anything we can.
Internally, we start a slack channel that we use to communicate about the event, as well as a planning board on Monday.com. This planning board has the checklist we use to build the showbook so that everybody involved in the event can instantly tell the status of each component.
It’s All in the Details.
Our sales orders include a variety of packages, like specific audio packages or LED packages based on the event’s needs, so once all the details are confirmed, we build every line item from the equipment list with all the technical specs. This list gets granular, outlining big picture items – like how many LED tiles or projectors will be used – as well as smaller items, like how many cables at each exact length will be deployed.
We then take the floorplan from the venue and drop in every AV component. We mark where the tech table is, where the speakers will be set up, where each projector or screen will go, and indicate where scenic elements will be. Essentially, if we’re bringing a piece of equipment in, you can find it on the floor plan.
We also have a separate rigging plot for any gear that is being flown, as well as a wiring diagram. The wiring diagram is incredibly important and we’re very strict about following it to a T. In the tech world, there may be 50 ways to route signal for audio, video, lighting, and more. And with a lot of ways to do something – there are more opportunities for error. We don’t want any guesswork onsite, and we certainly don’t want two different technicians setting up wiring in two different ways. By pre-planning, everybody knows how everything is being wired and how signals are being passed, which also makes it much easier to troubleshoot if a challenge does arise.
Once each of these components is complete and finalized, we add them to the showbook, and check them off the list.
Reserving Equipment and Booking Event Staff.
As we’re finalizing the floor plans and diagrams, we’re simultaneously booking crew members and equipment for the event – and we wouldn’t be an innovative company if we didn’t use software to streamline the process.
For booking event labor, our software sends invites to the technicians who are being booked on the job and communicates important details with the entire event team. This means that information is shared automatically, easy to locate, and there is a record of all important communications. It also means that our roster is updated in real time and we know exactly who on our technician bench is booked or available.
This same software is used to create the equipment pull list. The software reserves the items in the warehouse and assigns each specific piece of gear to the show. This means that when the time comes to start pulling and prepping the event equipment, we know exactly what is being pulled for every event.
Because the software is reserving equipment within our inventory, it also ensures equipment availability. Most AV teams, OWEP included, often have multiple shows running simultaneously. If several of these events require the same equipment or are using multiples of specific types of equipment, this software tracks what we’re using in real time, flagging if anything has already been reserved. If we don’t have the inventory, we know well in advance and can cross rent from a trusted partner.
This means no gear is double booked, there are no surprises when we’re setting up an event, and we know exactly what we’re using and where it’s coming from.
Any guesses on where this info goes once it’s complete and confirmed? That’s right. The showbook.
Venue Coordination.
The members of the team responsible for coordinating with the venue begin getting schedules, sharing information, and making sure all needed documents are shared.
On our end, this means sharing the COI, or certificate of insurance, which venues require for all events. We also schedule load-in, reserve times to have exclusive use of the dock and freight elevators, and get venue maps so we know the paths our team will be taking to move equipment from the loading dock to the freight elevator and into the event space.
During this process, we often learn new things about the venue – regulations, operations, specialty rules, and more. We use our labor and equipment software to track all of these details as well so that next time we work in the venue, we can draw from our past experiences without combing through months of emails.
All of this information is turned into formal schedules and, you guessed it, added to the showbook.
Schedule Deliveries & Pack Gear.
This one’s simple: for any gear, printed items, or other show elements that are coming from anywhere other than our warehouse, we schedule the delivery.
For any gear coming from our warehouse, we get it packed up, double checking with the equipment pull list in the showbook that everything is accounted for.
Finalizing the Showbook.
At the front of every showbook is a checklist that shows every component that needs to be present before it’s considered complete. Once each of these boxes is ticked, client content is linked, and information is finalized, we digitally share the showbook with each of our client contacts and every member of the onsite crew.
A physical copy of the showbook is also printed and put in a show binder that is brought with to the showsite. While members of the crew will primarily reference the digital version, the printed version is a great reference to use when needed, especially for the onsite team who may not be in front of their computer at all times.
Onsite Checklists.
Aside from the pre-pro checklist, the showbook contains two onsite checklists.
The first is a setup checklist that has everything that needs to be done or verified before doors open to make sure that nothing gets missed. This includes:
- All recording units have been tested and test recordings have been watched back
- Cameras have been white balanced and audio has been tested
- New batteries have been installed in all microphones and all frequencies have been scanned
- All cables are taped
- All power is working
This list is by no means exhaustive and we won’t bore you by putting every line item here. The goal from this checklist is to make sure that even the most basic tasks are listed, as we know that the things that feel like second nature are often the first ones to get missed.
The second onsite checklist is primarily for the onsite show lead. As the person who is in charge of onsite client and technician management, this checklist allows them to continuously perform quality checks to uphold our brand standards and blow our clients away.
After the Event.
Most of the process (and all of the showbook building) takes place before and during the event, but there are a few steps that need to be completed after the show has been struck.
Equipment needs to be returned to the warehouse and properly tested before being reshelved. Any gear that needs further testing or repairs is separated and indicated in our software so we have the full picture of what is available and working at full capacity.
We share any necessary assets with our clients like show recordings, live streams, as it ran files, graphics, and more.
Because we believe in continuous improvement, we also have a post-event call with the client where we talk through the process, ask them to use forms to rate each part of our services, get any constructive feedback, and say goodbye until it’s time to start planning their next event.
An extensive process and showbook like this may seem like overkill to some, but it actually streamlines the production process, ensures high quality service, and keeps everybody involved in the event on the same page. Do you want to see the power of our process and showbook in action? Reach out today at WhatsUp@OneWayEP.com to learn more!