Event Site Execution SOP: Standard Operating Procedures from Setup to Breakdown

Pre-Event Preparation Phase

Venue Confirmation

• Confirm venue rental hours, including setup and breakdown times

• Inspect venue facilities including power, lighting, and sound systems

• Confirm load-in/load-out access and parking arrangements

• Obtain venue floor plans and emergency exit locations 

Timeline Planning

• Develop detailed timeline from initial planning to event day

• Set non-negotiable hard deadlines for critical milestones

• Use backward planning method, working from event day backwards 

Setup Phase (Load-in)

Pre-Setup Checklist

• Confirm arrival times and contact information for all vendors

• Verify equipment inventory to ensure all items are accounted for

• Arrange adequate staffing for setup assistance

• Prepare emergency contact list 

Setup Process

1. Infrastructure Installation

   • Construct stage and backdrop

   • Install audio and lighting equipment

   • Set up power and network connections

     
     

2. Decorative Setup

   • Arrange tables, chairs, and display items

   • Install banners and signage

   • Place floral arrangements and decorative elements

     
     

3. Technical Testing

   • Test sound system functionality

   • Check lighting effects

   • Verify projection and video equipment operation 

During Event Execution

On-Site Monitoring

• Assign dedicated personnel to each area

• Conduct regular equipment status checks

• Handle emergencies and guest inquiries

• Document event proceedings 

Safety Management

• Ensure emergency exits remain clear

• Monitor crowd flow and venue capacity

• Maintain first aid supplies and emergency contacts

Breakdown Phase (Load-out)

Breakdown Preparation

• Confirm breakdown timeline and procedures

• Arrange adequate personnel for dismantling

• Prepare packaging materials and transportation

• Check weather conditions and adjust breakdown schedule accordingly 

Dismantling Sequence

1. Equipment Removal

   • Power down and dismantle audio/lighting equipment

   • Pack electronic equipment and cables

   • Remove stage and backdrop structures

     
     

2. Site Cleanup

   • Collect and sort waste materials

   • Clean floors and surfaces

   • Check for forgotten items 

Venue Restoration

• Return furniture to original positions (recommend taking photos beforehand)

• Sweep floors thoroughly

• Clean all surfaces

• Collect and properly dispose of trash

• Inspect venue condition to ensure no damage occurred 

Post-Event Follow-up

Equipment Return

• Inventory all rented equipment

• Inspect equipment condition

• Schedule return times and locations

Documentation

• Organize event-related documents

• Record lessons learned and improvement suggestions

• Process expense settlements

Venue Handover

• Conduct final inspection with venue manager

• Confirm venue is in good condition

• Complete venue return procedures