Run-of-show and on-site logistics coordination involves collecting vendor timelines, building a master schedule, creating setup checklists, and notifying all stakeholders.
Automation generates the run-of-show document, collects and parses vendor timelines, flags scheduling conflicts, creates linked checklists, and broadcasts updates to all stakeholders in a single step.
The full workflow, from trigger to completion.
Event contract is signed and marked as active in the event management system. The automation is triggered with event name, date, venue, and initial vendor list.
An automation generates a run-of-show document, pre-populated with event details, venue information, and a timeline template.
Automated emails are sent to each confirmed vendor requesting arrival time, setup duration, equipment needs, and contact person. A response deadline is set.
Vendor responses are received and parsed by the automation. Arrival times, setup durations, and equipment needs are extracted and logged.
The automation builds a timeline from vendor data, sorts by time, and flags overlaps or conflicts for human review.
A setup checklist is auto-generated, with tasks linked to vendor timelines and assigned to team members based on role.
Run-of-show, timeline, and checklist are posted and emailed to client, venue, and internal team with a single source of truth link.
Confirmations received via email reply are logged. Non-responders are flagged for a manual follow-up reminder.
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