Most show-day problems start days earlier, with an advance that never went out or left out the details crew actually need. A complete advance means techs arrive at the right door, at the right time, ready for the gear they'll be running.
1. Call times and schedule
- Call time for each position on each day, not just the first day.
- Expected release time and whether overtime is approved.
- Rehearsal and doors times, and when the first session starts.
- Meal break plan: catered crew meal, or time to step out.
2. Where to go
- Venue address and the exact check-in point (loading dock, service entrance, production office).
- Parking: where crew parks, whether it's comped or reimbursed, and how to get a pass.
- Badge or credential pickup location and hours.
3. Rooms and assignments
- A room grid: ballroom, breakout rooms and which tech owns each one.
- Floats and who covers breaks.
- Session schedule per room, with room changes flagged.
4. Gear list
- Switcher, consoles and playback systems by model (for example Barco E2, Ross, ATEM, DiGiCo, Yamaha).
- Breakout package per room: projector or display, screen size, mics, lectern, laptop and adapters.
- Comms plan: channels, headset counts and who's on which channel.
5. People and contacts
- Production manager and technical director names and cell numbers.
- Client contact on site, and who can approve changes or overtime.
- Crew list with positions, so techs know who they're working with.
6. Dress code and conduct
- Show blacks, polos or business attire, and whether shirts are provided.
- Rules for photos, phones on the floor and client interaction.
7. Load-out and billing
- Strike plan, truck order and dock times.
- How crew submits hours and invoices, and the payment terms.
Send the advance at least 48 hours before the first call, and resend it as one updated document when anything changes. Crew shouldn't have to piece the schedule together from text threads.