Event Delivery Documentation

This article covers the principal documents required to deliver an event. Who creates them and when and what they should contain.

Documents

1. Onsite schedule
2. Run of Show
3. Floor Plans
4. Banquet Event Orders

The on-site schedule serves as a crucial roadmap for the event, detailing the timing and sequence of all activities required for the set up, running and pack down. By providing a clear and structured framework, the on-site schedule facilitates smooth execution, minimizes disruptions, and enhances the attendee experience.

Example

You should create a schedule for each room / location you are using for your event. This not only includes the reception, catering and performance spaces but also the logistics spaces such as event office, speaker prep rooms, green rooms, loading docks etc

Example of Onsite schedule builder in Joi

Who creates it?

The event planner, in collaboration with the program team, delivery team, and suppliers.

When is it created?

The onsite schedule is a continually changing document. Ideally, it should be created during the initial phases of event planning. Add details as they become available to allow for identification and resolution of logistical challenges 

Components

Venue Components

• Access times for load-in and load-out
• Delivery procedures, including designated areas and times
• Catering and food service setup and service
• Room turnaround times if applicable
• Deadlines for clearing the venue after the event
• Restrictions on venue movement outside of normal operating hours

AV Components

• Setup and clear times for AV teams
• Call times / crew ready times for performances and presentations
• Scheduled rehearsals / tech checks
• When the audience have access to the room
• Presenter / performer meet and greet / mic up times

Supplier and Contractor Components

• Staffing of check in, registration and room scanning
• Set up and pack down for all suppliers plus support coverage during the event
• Set up and pack down for exhibitors
• Set up and pack down of signage
• Waste management
• etc

Onsite Schedule Format

• Word Document: Simple and accessible for smaller events, but can become unwieldy for larger events.
• Spreadsheet: Most commonly used due to its flexibility and ability to handle large amounts of data.
• Software Options: Software such as Joi.events has been designed specifically for event scheduling and planning; offer features such as auto creation of schedules, resource allocation, version control and real-time collaboration.

Key Considerations When Choosing a Format

• Version Control: Ensure people are always looking at the current version
• Targeted Distribution of Information: Ensure that the right information reaches the right people.
• Efficient Change Management: Allow for seamless updates and efficient communication of changes.

Remember: Effective communication and collaboration with all stakeholders is crucial for a successful event.

A ROS is normally specific to a stage or performance rather than the whole event. It is a chronological order of cues for stage movements, light, audio and vision. The AV team will use the run of show to ensure all cues are executed at the correct time with the desired effect. 

Example

Create a cue for every action that will take place on stage that the AV operators need to know about

Example of ROS in Joi

Who creates it?

Normally the ROS is created by the technical director or show caller

It is recommended that the event planner initiates the ROS.

When is it created?

It is common practice for the ROS to be created in the week leading up to the event or on the day

It is recommended that the ROS be initiated in the early stages of creative, performance and presentation development as it is the most effective method of documenting requirements

Components

For Presenters and performers

• When they need to be on standby to take the stage
• Introduction to stage - How will they be introduced, how they will get to stage, what happens on the way
• Interaction with the MC and or audience
• Slides or videos that need to be cued, 
• Required lighting changes, 
• Microphones, lapel, lectern mic, handhelds for Q&A etc
• Camara shots, IMAG, recordings
• Stage exit

Opens, transitions, Close

• What is on screen, what music is playing, the desired lighting state
  • When the audience enter the room
  • When there is a break
  • When the ‘show’ ends

Benefits: Ensuring you have the correct AV setup and staffing

The completed ROS enables the technical director or AV lead to check that they have the correct equipment and staff to execute the cues

Tip: Headset Comms

Headset comms will make executing the ROS much easier. 

The show caller. Stage manager, AV operators and show director/producer should all be on comms for rehearsals as well as show

Formats

The ROS can be presented in various formats, depending on the specific requirements of the production and the preferences of the production team. Common formats include:

• Spreadsheet: A spreadsheet can be used to create a detailed and organised ROS, with columns for cues, timings, descriptions, and responsible parties.
• Document: A word doc can be used to create a narrative-style ROS, with cues and timings embedded within the text.
• Specialised Software: There are specialised software programs such as wwwJoi.events available that are designed specifically for creating and managing run of shows, offering features such as cue lists, links to presentation content, and communication tools.

The choice of format depends on factors such as the complexity of the show, the size of the production team, and the availability of technology.

Key considerations when choosing a format

• Uniformity: The information in the ROS should be presented in a clear, concise, and easily understandable format, using consistent terminology and abbreviations.
• Flexibility and Adaptability: The ROS should also allow for flexibility and adaptability to accommodate unexpected changes or improvisations.
• Collaboration and Communication: The ROS needs to be easy to share with the team, and easy to update

Floor plans are essential for event planning as they provide a detailed layout of the venue, including:

• Stage Position: The location and size of the stage are crucial for determining sightlines, audio setup, and overall event flow.
• Seating Arrangement: The layout and type of seating (e.g., theater style, banquet rounds, standing room) impact capacity, accessibility, and audience experience.
• Scenic Elements: The placement of backdrops, props, and other scenic elements contributes to the event's atmosphere and visual appeal.
• Entry/Exit Points: Clearly marked entry and exit points are essential for crowd management and safety.
• Power Outlets: The location of power outlets is crucial for lighting, audio, and other technical requirements.

Who Creates the Floor Plan?

• Venues or Venue AV Departments: Most commonly, venues or their in-house AV departments provide floor plans as they have the most accurate and up-to-date information about the space.
• Event Planners or Production Companies: In some cases, event planners or production companies may create their own floor plans based on the venue's specifications and their specific event requirements.

When Should the Floor Plans be Created?

Floor plans should be created early in the event planning process to ensure that the venue can accommodate the event's requirements and to inform decisions about staging, seating, and technical setup.

Considerations

• Accuracy: It is critical that floor plans are to scale to ensure that all elements fit within the space and that sightlines and accessibility are not compromised. 
• Accessibility: Floor plans should consider accessibility requirements, such as wheelchair ramps, accessible seating, and accessible restrooms.
• Safety: Floor plans should consider safety requirements, such as fire exits, emergency lighting, and crowd management strategies.

Other Types of Plans

• Schematics: Schematics provide detail on AV equipment set up.
• Elevations: Elevations show the vertical dimensions of the venue, including ceiling height, stage height, and other relevant features.
• Stage Plots: Stage plots detail the placement of items on stage normally used for band set ups but also for complex scenic set ups.

4. BEO (Banquet Event Order)

What is it?

A BEO is a comprehensive document that outlines all the details and logistics of an event from the perspective of the venue or catering team. It serves as a communication tool between the client and the venue staff to ensure that everyone is aligned on the event's requirements and expectations.

Who creates it?

The venue

When is it created?

The BEO is usually created after the initial event planning stages, once the date, venue, and basic event details have been confirmed. It's a dynamic document that may be updated and revised as the event planning progresses and details are finalised.

Does the event planner need a copy?

Yes, as an event planner or client, it's crucial to have a copy of the BEO. It allows you to review and confirm that all the event details are accurate and meet your expectations. It also serves as a reference point during the event to ensure that everything runs smoothly and according to plan.

Key Components of a BEO:

• Event Details: Date, time, duration, and type of event (e.g., wedding reception, corporate dinner, conference).
• Venue Information: Room setup, layout, capacity, and any specific venue requirements.
• Food and Beverage: Menu, dietary restrictions, service style (e.g., buffet, plated), bar setup, and beverage packages.
• Audiovisual: Sound system, lighting, projection, and any other technical requirements.
• Staffing: Number of servers, bartenders, and other event staff required.
• Timeline: Detailed schedule of the event, including setup, service, and breakdown times.
• Special Requests: Any additional requirements or preferences, such as décor, entertainment, or accessibility needs.
• Contact Information: Key contacts from both the client and venue teams.

Benefits of a BEO:

• Clear Communication: Ensures that all parties involved in the event are on the same page.
• Organization: Helps to keep track of all the event details and logistics.
• Efficiency: Streamlines the planning and execution process.
• Risk Management: Reduces the chance of misunderstandings or errors during the event.
• Client Satisfaction: Increases the likelihood of a successful and enjoyable event.

Remember: The BEO is a collaborative document that should be reviewed and approved by both the client and the venue team. By working together and maintaining open communication, you can create a BEO that ensures a seamless and successful event.