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Event operations

From the warehouse to strike.

One event record. In your hands.

For corporate shows, tours, rental shops and venues.

  • One caller. The desk and every crew phone read the same live cue.
  • One asset number. Pull, scan out, scan back, home on the rack.
  • One record. Advance, docks, the call, and the invoice are the same event — not a thread.
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The show call desk: Doors / Preshow live with 29:55 remaining, Opening Video next on the rundown, and the show's running order beside it
Show Ops → Show Call. Doors / Preshow live, Opening Video next on the rundown.

Advance, slide 1 of 4

01 ADVANCE1 / 4

Advance the show week.

Lock the room before anyone rolls.

  • Put the venue, the budget and the site layout on one sheet
  • Crew the week from your own roster
  • Book travel out of each person's profile
  • Schedule your trucks against the dates they serve
Open Advance
The eight department cards — Audio, Video, LX / Lighting, Scenic, Staging, Network, Power and Rigging — with sheets, gear and crew counted on each.
01 ADVANCE

Venue Advance.

The room is on one sheet before anyone rolls.

  • Address, contacts, budget, site plan — not four inboxes
  • Load-in windows live next to the parking notes
  • The plot sits on the same page as the rider
The room, the house contacts, and the tabs the rest of the advance hangs off.
01 ADVANCE

Crew the week.

Names on the days. Travel off their profile.

  • Build the roster from people you already have
  • Positions, call times, days on — one grid
  • Book flights and rooms from the profile, not a side spreadsheet
113 crew against a date window — 63 available, 48 on show, 2 in conflict.
01 ADVANCE

Assign the gear.

The pull sheet comes off the department, not a separate app.

  • Gear sits on the department card before it sits on a truck
  • Patch, plots, configs, and the list that ships
  • What isn't assigned does not get pulled
Prep →Open Advance
The gear pull sheet at 229 of 327 pieces, over the event's two truck packs.

Prep, slide 1 of 4

02 PREP1 / 4

Prep the show week.

Kit it in the shop.

  • Pull the sheet — your kits and your cases
  • Document your signal flow before you leave
  • Fill the department sheets: patch, plots, media
  • Print the label that carries the asset number
  • Build the truck pack, layer by layer
Open Prep
Owned gear and case counts, over Inventory & Cases and Kits & Pairing.
02 PREP

Travel in their hands.

The itinerary lives on their phone, not in your outbox.

  • Flights, hotels, ground and call times on the traveller's own profile
  • The crew phone reads that record — change it once and it has changed
  • Mail goes when somebody presses Send, and the link still works
  • Nothing sends on a schedule: PhaseOps is not a mailbox
Hotels with their confirmations, the event flight hub, and each traveller's booking.
02 PREP

Trucks and packs.

Route the week the same place you pack it.

  • Cases on layers, not a guess at the dock
  • Trucks pointed at the days they serve
  • The pack is the sheet the driver gets
Floor, Mid and Top as layers over a to-scale deck. Layers, then the door.
02 PREP

Route it before you're on site.

Networks and devices are a shop problem, not a load-in surprise.

  • IPs, VLANs, device list — filled before you roll
  • Signal Ops is the sheet, not a thread from the van
  • What isn't routed does not get plugged in first
Load-in →Open Prep
Signal Ops for one show: the device library by type, filters by department and by cable, and the graph — one graph for the whole show.

Load-in, slide 1 of 4

03 LOAD-IN1 / 4

Load the week.

The dock is the first room you own.

  • Point every truck at a dock window
  • Scan cases off the liftgate
  • Hold the arrivals in staging until a dock is theirs
  • Flag the empty that's still on the truck
Open Load-in
Six trucks arriving — four with an ETA, two flagged needs trip.
03 LOAD-IN

Give every truck a window.

The yard already knows the order.

  • Dock time is a slot, not a text
  • Fleet on the same board as the pack
  • If it's late, the dock knows before the room does
Two runs scheduled today, and the dock roster for each warehouse under them.
03 LOAD-IN

The pack is the sheet.

Layer by layer, then the door closes.

  • Cases in the order they have to come off
  • Weight and cube on the pack, not on a guess
  • What isn't on a layer isn't on the truck
Two trucks, 6 of 6 cases packed, weight against capacity on each deck.
03 LOAD-IN

Scan it off the liftgate.

If it isn't in the system, it's still on the truck.

  • Case in, case counted
  • The empty you didn't scan is the empty you'll hunt at strike
Show →Open Load-in
The event scan portal — pull, pack, load, return — with the truck case counters beside it.

Show, slide 1 of 3

04 SHOW1 / 3

Call the show.

One thread. The room.

  • Open the call from the run-of-show
  • Push a change once — it lands on every phone
  • Keep the cue sheet and the crew list on the same clock
Open Show
Doors / Preshow live with 29:55 left; Opening Video next on the rundown.
04 SHOW

A problem is ranked.

Not a group chat. Not a radio you missed.

  • What is wrong sits above what is merely true
  • A double-booked hand is named with both clashing events
  • Late money carries the invoices behind it, not a feeling
Eight ranked, six critical — four of them a different person double-booked across two events.
04 SHOW

The week stays on one board.

While the room is live.

  • Crew, cues, and the thing that just broke
  • You do not open a second app to see who's on
Strike →Open Show
Blocks, segments, the department on every cue, and Check-in Crew on the same board.

Strike, slide 1 of 3

05 STRIKE1 / 3

Strike the week.

Cases come home counted.

  • Scan every case back onto the truck
  • Close the damage reports before the wheels roll
  • Reconcile the sub-rentals against the sheet they left on
  • Park it. The shop already knows what's inbound
Open Strike
100% accounted for — 60 of 60 assets, 28 in shop, 8 out, 8 in transit, 0 missing.
05 STRIKE

Scan it back on.

Counted out is not counted in.

  • Case on the truck is a scan, not a memory
  • Shortages show before you leave the dock
Return is a tab on the same portal the gear went out through.
05 STRIKE

Close it before the wheels roll.

Damage, sub-rentals, inbound — the shop is already watching.

  • Repair flags don't wait for Monday
  • Sub-rentals match the sheet they left on
  • The shop knows what's inbound while you're still on the road
Open Strike
The Repair Reports, Sub-Rentals and Maintenance & Cleaning cards the shop closes a strike out of.
Who lives here

Six seats off the call sheet.

Show caller, shop lead, lighting programmer, A2, rigger, V1. Open yours.

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Run the show week on one system.

For companies that advance the event, call the show, and bring the gear home — and want the problem on the record before it walks into the room.

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