​Do you need a production manager for your next big event? Someone who handles every detail — from staging and sound checks to artist coordination and follow-ups? We’ve got you covered! With over 20 years of hands-on experience in production management, our team is ready to bring your vision to life and ensure everything runs smoothly from start to finish!

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​LEADING UP TO THE SHOW

(Weeks to Days Before)

 

 

1. We Advance Your Show

 

• Coordinate with artist tour/production manager on all technical needs (stage plot, input list, lighting, audio, video).

• Collect rider documents and clarify any discrepancies.

• Confirm artist’s crew numbers, arrival times, bus/truck count, hospitality needs, security details, etc.

 

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2. Develop Production Schedules

 

• Create a full production schedule including load-in, sound check, meet & greets, showtime, and load-out.

• Coordinate timing with other departments (catering, box office, security, marketing, etc.).

 

 

3. Secure Equipment & Staffing

 

• Arrange all necessary rentals: lighting, audio, backline, risers, barricades, forklifts, etc.

• Book and schedule stagehands, loaders, runners, forklift operators, riggers, and local crew (IATSE or freelance).

• Confirm availability of any in-house gear and ensure it meets the rider requirements.

 

 

4. Venue Prep

 

• Map out stage setup and space allocation (e.g., where buses/trucks park, dressing rooms, FOH position).

• Coordinate with maintenance or facility teams for any repairs or upgrades needed.

• Ensure compliance with safety codes, power requirements, and noise ordinances.

 

 

5. Communicate with Departments

 

• Meet or Zoom with venue GM, security head, hospitality, parking/traffic, and box office to ensure full team is aligned.

• Deliver production timeline and expectations to each team.

 

 

6. Budgeting & Paperwork

 

• Track all production-related expenses and stay within budget.

• Prepare all invoices and payment arrangements for vendors and labor.

• Oversee securing insurance certificates, fire permits, or city licensing (if applicable).

 

 

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II. THE DAY BEFORE THE SHOW

 

 

1. Final Confirmations

 

• Call/text/email artist tour manager to confirm arrival time, load-in, and last-minute needs.

• Reconfirm all crew, rentals, security, hospitality, and staging details.

 

 

2. Equipment Check

 

• Walk stage and venue to ensure cleanliness and readiness.

• Check all gear (power, audio lines, lighting, video, intercoms) are in place or prepped.

• Label dressing rooms, catering spaces, and production office.

 

 

3. Load-In Prep

 

• Mark parking spaces for trucks, buses, and runners.

• Tape out stage dimensions on deck (if needed).

• Ensure loading dock and access points are clear and secure.

 

 

4. Print & Distribute Schedules

 

• Post production schedules, contact sheets, and stage plots in dressing rooms, catering, and crew areas.

• Print credentials, signage, emcee cards, and distribute wristbands as needed.

 

 

5. Meet with Venue Team

 

• Final production meeting with staff: security, ops, box office, concessions, marketing, and hospitality.

• Review emergency procedures, timing, and artist preferences.

 

 

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III. SHOW DAY

 

 

1. Load-In Supervision

 

• Arrive before trucks to unlock access, check dock readiness.

• Direct trucks, buses, and crew to correct load-in areas.

• Coordinate with tour manager on order of operations.

• Oversee setup of stage, audio, lights, video, and backline.

 

 

2. Hospitality & Logistics

 

• Ensure dressing rooms, green room, and catering are ready.

• Maintain hospitality rider fulfillment (towels, food, drinks, etc.).

• Arrange runner schedule for errands or artist needs.

 

 

3. Soundcheck & Technical Rehearsals

 

• Coordinate soundcheck with artist and ensure house crew is ready.

• Troubleshoot any gear or tech issues.

• Keep the day on schedule and buffer extra time if needed.

 

 

4. Showtime Coordination

 

• Coordinate with stage manager for artist arrivals and transitions.

• Monitor stage changes, lighting cues, FOH issues, and crowd safety.

• Keep show running on time and adapt as needed if delays occur.

 

 

5. Post-Show Load-Out

 

• Direct teardown and re-pack.

• Check for damages, missing gear, or extra labor needs.

• Sign off with touring crew when satisfied.

 

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IV. AFTER THE SHOW

 

 

1. Final Walkthrough

 

• Inspect venue for damages, cleanliness, and any lost & found items.

• Secure all gear left overnight (if applicable).

• Confirm all load-out is complete and crew has exited safely.

 

 

2. Payments & Settlements

 

• Approve and submit timesheets for local crew.

• Finalize vendor invoices.

• Assist venue GM with artist settlement if needed.

 

 

3. Reports & Wrap-Up

 

• Write a production report: timeline notes, incident reports, labor hours, gear used, challenges, and recommendations.

• Debrief with GM or owner to review performance and improvements.

• Archive all documents, receipts, and notes for future shows.