‍Production Checklist
for Small-Scale Events

Click HERE to download this checklist!

Artist Line-Up

  • Ask and confirm artist(s): 6-8 weeks out
  • Collect artists' information (bios, headshots, etc.): 5 weeks out
  • Communicate and confirm artists' call times: 3 weeks out 
  • Create show order (setlist): 3 weeks out
  • Confirm who will MC: 2 weeks out

Venue/Event Permits

  • Confirm venue or park permit: at least 6 weeks out
  • Apply for liquor license if needed: at least 2 weeks out

Marketing:

  • Contract artist(s): 6 weeks out
  • Promo poster created 4 weeks out
  • Promo posted and if needed, ticket website launched: 3 weeks out 
  • Book photographer/videographer: 3 weeks out

Sound Equipment

  • Hire a sound tech: 3 weeks out 
  • Collect sound equipment requirements from artist(s): 2 weeks out
  • Book equipment from Long & McQuade or coordinate gear share: 1 week out

Accessibility

  • Decide whether you would like ASL and hire someone: 5 weeks out
  • Get venue access info: 3 weeks out from launching event
  • Write Image ID of event poster when posting it
  • Ensure you have harm reduction supplies: 2 weeks out
  • Decide if you want to livestream or not

Hospitality

  • If feeding people ask cook: 3 weeks out
  • Cook will need half the funds 1-1.5 weeks early for food purchases
  • Check whether or not they have serving supplies, need a help with delivery etc.

Administration and Finance

  • Confirm budget: 6-8 weeks out (see our Production Budget Template!)
  • Create contracts if desired, if a casual small show an email with full details can work as a contract - when asking artist
  • Confirm method of payment - cheque for people at events and e-transfer for people prior. We have a maximum allowable amount of e-transfers so we try to give cheques for in-person gigs
  • Record approx. number of people at the event

Volunteers and FOH

  • Contact set up/take down volunteers, ideally someone for front door: 2-3 weeks out
  • Pay one front door person; confirm them 2 weeks in advance, ideally someone with harm reduction skills

Post-show

  • Do you need to return anything? Rental gear, equipment, venue keys?
  • Have you paid everyone?
  • Do you need to check-in or have a debrief with anyone?