coordinate-an-event-load-in

name	coordinate-an-event-load-in
category	start
description	Sequence safe venue access, delivery, setup, testing, and handoff across event suppliers. Use when multiple crews, vehicles, equipment, rooms, and deadlines share a constrained setup window.

coordinate-an-event-load-in

Procedure

1. Confirm venue access hours, routes, docks, lifts, floor loads, storage, permits, security, and restoration rules.
2. Build a supplier, vehicle, crew, equipment, room, arrival, duration, dependency, and contact schedule.
3. Separate pedestrian, vehicle, public, work-at-height, electrical, rigging, and hazardous work zones through qualified plans.
4. Assign check-in, induction, credentials, escort, traffic, keys, waste, damage, and emergency responsibilities.
5. Sequence infrastructure, staging, power, production, content, catering, registration, decor, and final clean.
6. Define acceptance checks and handoffs before downstream teams start.
7. Monitor arrivals, changes, delays, damage, access conflicts, and stop-work decisions in one log.
8. Run final room, route, safety, access, system, inventory, and venue acceptance walks.

Guardrails

• Do not direct lifts, rigging, electrical, traffic, or hazardous work without qualified authority.
• Never trade public, worker, access, fire, or egress protection for schedule recovery.
• Keep loading routes and security-sensitive access details controlled.

Done

• A load-in plan records suppliers, slots, routes, dependencies, owners, controls, and acceptance
• Live logs and inspection reports verify safe setup, inventory, systems, access, and handoffs
• Venue acceptance, defects, changes, and readiness are recorded