Step away from that event! Get this sanity-saving checklist first.

Planning a large-scale public event? Brace yourself.

Despite doing the slog to pull off a flawless event, managing compliance and setting up logistics to avoid last-minute hiccups is seldom a walk in the park.

But fear not! With this supercharged event production checklist in your corner, you’ll nail every detail and actually enjoy the process (well, mostly).

Prep like a pro

Before anyone starts lifting a finger, focus on preparation. Think of this as your chance to tame the chaos before it arrives.

1. Confirm setup details with suppliers

Want to avoid that awkward moment when two trucks are trying to park in the same spot at the same time? Lock in setup details ASAP, including:

• Arrival times and how long setup will take
• Exact physical locations (because “over there” doesn’t cut it)
• Access equipment required (forklifts, scissor lifts, boom lifts) and who’s bringing what

2. Plan parking and vehicle access

Organise where trucks and vans will unload (and load). Pro tip: Don't forget the vehicles that need to stay on-site. You don’t want someone’s mobile catering van parked right in the middle of a fire exit.

3. Map out power and water plans

Where will generators live? How will power cables and water pipes run? Make sure they don’t intersect with pedestrian or vehicle paths unless you’re ready for a starring role in an occupational health and safety incident.

4. Lock down licences and compliance

Got inductions, Safe Work Method Statements (SWMS), and site-specific hazard information ready? Fabulous! Not sure what SWMS even involves? Time to tap into the knowledge of a high-vis-vest-wearing pro.

Streamline contractor onboarding wherever possible, double-check insurance to ensure everyone’s in the loop, and cover off additional compliance, permit and license requirements.

5. Prep for contingencies

Rain? Wind? Having a wet weather plan and go/no-go decision points will save you a world of pain.

Bump-in day basics

The big day (aka "logistical chaos with a side of coffee") has arrived. Here’s how to manage it without skipping a beat.

1. Keep inductions short and sharp

Contractors want to work, not sit through a 60-slide PowerPoint presentation. Cover the essentials (induction, hazards, etc.) and get them moving.

2. Space and order matter

Ensure each contractor has room to work and schedule setups in the right order. Staging needs to happen before chairs come in. Trust us, it’s very awkward otherwise.

3. Stay hydrated (and keep your crew happy!)

Provide cold water and rubbish bins near key work areas. These small touches go a long way to boost crew morale.

4. Check-in before locking down

Touch base with contractors 30 minutes to an hour before finishing an area or closing off access. If something’s not on track, you’ll still have time to fix it.

Game day tips

Ah, show day. Your adrenaline is pumping (possibly fuelled by your fifth cup of coffee), and everything’s coming together. Almost there!

1. Feed your crew

Tech crews often don’t get proper breaks. Arrange meals and snacks they can grab on the go. A hangry sound engineer does not make for a great show.

2. Handle changes early

If there are changes or last-minute quality adjustments, make them in the morning. No one wants a surprise 10 minutes before doors open.

Bump-out without burnout

The patrons have cheered, the applause is over, and it’s time to pack up. Here’s how to survive bump-out without losing your mind.

1. Manage security and pedestrians

Allow patrons time to exit and, where necessary, coordinate security to escort crew and equipment through high-foot-traffic areas.

2. Light it up

Good lighting isn’t just for the main event. Make sure contractors have adequate lighting once the crowds are gone to avoid accidents like tripping over a cable in the dark.

3. Stagger schedules

Trucks and contractors shouldn’t be working on top of each other. Stagger schedules and maintain a clear flow.

4. Allow buffer time

If your event ends at 10 pm, don’t start bump-out immediately. Give yourself at least 30 minutes to clear attendees and reset before teardown begins.

5. Rubbish? Sorted!

Double-check cleanup plans are in place. Who’s responsible? Where’s it going? Is everyone clued in? An unspoken rubbish plan is not a plan.

You’ve got this!

Planning and running large-scale events isn’t for the faint-hearted, but with the right prep, team, and coffee (seriously, we can’t stress this enough), you’re set up for success. Use this checklist-on-steroids to dodge roadblocks and deliver an event you’ll be proud of.