> ## Documentation Index
> Fetch the complete documentation index at: https://docs.soundchecklive.io/llms.txt
> Use this file to discover all available pages before exploring further.
# How to plan venue logistics for a show
> Prepare production contacts, stage specs, house equipment, load-in and load-out, then share show-specific access instructions with your crew.
Save the venue's usual contacts, technical specifications, and access instructions in **Venues**. Link that venue to the gig, then use the gig's **Venue → Load-in & access** fields and **This show only** notes for exceptions. Put the crew call and show times in the gig's timeline or Run of Show.
This workflow helps a production company, venue team, entertainment agency, or band answer three practical questions: **Where do we arrive? What do we bring? When does each part of the day happen?**
## Before you start
* Have a gig and a saved venue to link to it. The [venue directory](/crm/venues) requires **Team** or **Enterprise** with CRM enabled for your organization.
* Use an owner, admin, or gig coordinator account with permission to manage the gig and venue.
* Gather the venue's production information and confirm the date-specific arrangements with the venue contact. A saved record is a starting point for that conversation.
These steps describe the **web app**. Crew with access to the gig can read its load-in/access instructions and show notes; the full venue contact and specifications panel follows [role permissions](/crm/venues#who-can-see-venue-details).
## 1. Prepare the venue record
Open **Crew & contacts → Venues** and select the venue. Record information you expect to reuse:
| Information | What to confirm |
| --------------------------- | ------------------------------------------------------------------------------------------ |
| Production contact | Who coordinates the building, their role, and the contact details your managers need |
| Stage size | Dimensions and the usable performance area |
| House tech | Which PA, console, lighting, and other house equipment are available |
| Facilities and restrictions | Dressing rooms, green room, guest Wi-Fi, curfew, noise limits, and other site requirements |
| Load-in | Route from arrival point to stage, including obstacles |
| Load-out | Strike and departure instructions |
| Dock | Loading location, access hours, and delivery constraints |
| Elevator | Freight access and any confirmed capacity or booking requirements |
| Parking | Crew and truck parking locations and restrictions |
| Access code | The organization's access instructions where a door, gate, or elevator requires them |
Stage size and house tech are **venue facts**. Load-in, load-out, dock, elevator, parking, and access code are the **six fields with show-specific overrides**. See the [Venues reference](/crm/venues) for the complete field guide.
## 2. Link the venue and review its defaults
Open the gig, choose **Venue**, and link the saved venue. Review **Load-in & access** against the arrangements for this date.
For example, a fictional venue, Harbor Hall, normally uses its rear dock and west crew lot. Linking it to Friday's conference brings those instructions into the gig. Review whether that route and parking still work for Friday's production before briefing the crew.
## 3. Set exceptions for this show
Select a field under **Load-in & access**, enter this show's instructions, and choose **Save**. The field receives an **Override** badge and shows the replaced venue default beneath it.
| Friday's arrangement at Harbor Hall | Where to record it |
| ------------------------------------------------------ | ---------------------------------------------------------------------- |
| The rear dock is reserved for catering until 10 AM | Override **Dock** on Friday's gig with the confirmed production window |
| Crew must use the east lot for this event | Override **Parking** on Friday's gig |
| Load-out must follow an alternate corridor | Override **Load-out** on Friday's gig |
| A house monitor is unavailable for this show | Add a **This show only** note and adjust the equipment plan |
| The venue has permanently changed its stage dimensions | Correct **Stage size** on the venue record after confirming the change |
Each override belongs to **this gig and this field**. Friday's parking exception does not change the venue default or another gig at the same venue.
### Restore the default
Edit the overridden field, clear its text, and save. The gig uses the venue default again. Saving text that matches the current default also clears the value override. If there is no venue default, the field becomes empty.
A separate show note may still mark a field as overridden. Remove an outdated note too; clearing a field value does not delete notes. Managers can remove show notes, and other members can remove their own.
## 4. Match the crew and equipment to the arrival plan
Use [Manage Team](/features/gigs/team-building) to staff the positions required for setup, show operation, and strike. Review availability and accepted commitments before sending invitations, then track responses in [Mailbox](/features/engagements/overview).
Compare the house-equipment list with what this show needs. Assign your own gear from the gig's [Inventory](/crm/inventory) tab by item and quantity. Record delivery and rental arrangements in the gig's notes or attached production documents, and confirm responsibility with the crew or supplier handling them.
For the fictional Harbor Hall conference, the coordinator might assign an additional monitor from inventory, give the audio crew a call after the confirmed dock opening, and note the catering handoff in **This show only**.
## 5. Put times and working documents on the gig
On **Details**, use the [timeline or Run of Show](/features/gigs/run-of-show) for crew call, load-in, soundcheck, doors, show, strike, and departure. The timeline covers key times; Run of Show adds ordered sections and cues when enabled.
A fictional schedule could be:
| Time | Activity |
| -------- | -------------------------------------------- |
| 10:00 AM | Dock opens; production crew call and load-in |
| 11:30 AM | System check and soundcheck |
| 12:30 PM | Doors |
| 1:00 PM | Show begins |
| 4:00 PM | Show ends; strike begins |
| 5:00 PM | Planned load-out complete |
Upload the stage plot, technical rider, and arrival map to the gig's **Attachments** section. Put essential arrival instructions in the logistics fields and show notes as well, so crew can read them without access to the full venue directory.
Attaching a file is separate from sending it for signature. **E-sign**, **CheckAI**, and **Chat** are **Private Preview**, available only to the existing beta tester group. Signup, paid plans, upgrades, contacting support, and public demos do not provide preview access. This workflow does not require those previews.
Before the show, review the saved fields, notes, roster, and schedule together. Resolve contradictory instructions and tell the crew about changes through your usual communication channel.
## 6. Close the loop after load-out
1. Record equipment returns in **Inventory** so available quantities reflect what came back.
2. Keep temporary incidents on the gig. Correct venue defaults when a change should apply to future shows.
3. After the gig's effective end—the later of its event date and end date—have an Owner, Admin, or Gig Coordinator explicitly mark it **Completed**. Passing the date alone does not complete the gig; follow [How a gig completes](/features/gigs/closeout#how-a-gig-completes).
4. Complete the relevant closeout steps and capture a venue review where useful. Have the authorized finance manager review [crew payouts](/features/gigs/payments). The gig can be **Settled** once completion is saved, payouts have cleared, and any enforced closeout requirements are satisfied.
## Related guides
Directory fields, linking, overrides, and visibility.
Connect venue preparation to staffing and settlement.
Reuse venue details across a changing event calendar.
Build the schedule the production crew follows.