====== Events & Specials Playbook ====== This playbook standardizes how we plan, staff, market, and execute events across all locations (The Hub – Centralia, McFiler’s – Chehalis, and the Chehalis Theater). Use it end-to-end: from idea → approval → marketing → run-of-show → reconciliation → debrief. ---- ===== 1) Event Types & Definitions ===== * **Ticketed Show (Theater):** Tribute bands, screenings, performances with assigned call times, FOH/AV staffing. * **In-House Special (Hub/McFiler’s):** Themed nights, game days, holiday menus, prix-fixe, pop-ups. * **Private Rental:** Buyout or partial-space rental with contract, deposit, and custom menu. * **Community/Partner Activation:** Sponsor tie-ins, farmers’ market, charity nights. ---- ===== 2) Approval & Intake (Start Here) ===== **Use this section to scope the event before you commit dates or spend.** ^ Field ^ Details ^ | Event Name | | | Location | The Hub / McFiler’s / Theater | | Target Date(s) | | | Start–End Time | | | Expected Attendance | | | Ticketed? | Yes / No — Est. ticket price & capacity | | Menu/Specials Needed | Yes / No — Notes | | AV/Stage Needs | Basic / Advanced — Notes | | Staffing Impact | Normal / +1 FOH / +1 BOH / Bar back / Security | | Budget (Topline) | Talent, marketing, staff OT, rentals, contingency | **Routing:** Submit to Event Organizer for approval (see [[code_of_conduct|policies]] §10). No event is marketed or booked without approval. ---- ===== 3) Timeline & Owner Matrix ===== Use this lead time to avoid last-minute scrambles. Owners initial when complete. ^ When ^ Task ^ Owner (Initials) ^ | T-4 weeks | Confirm date, contract, deposit; hold on calendar | Events | | T-3 weeks | Menu & pricing lock; portion/recipe updates ready | Kitchen | | T-3 weeks | Creative brief → artwork request | Marketing | | T-2.5 wks | Ticketing page/live link; POS buttons/programming | GM / FOH | | T-2 weeks | Vendor orders (keg, wine, disposables) | Bar / BOH | | T-10 days | Social posts scheduled; press/community outreach | Marketing | | T-7 days | Staffing schedule published; dress code notes | GM | | T-5 days | AV/Stage plot confirmed; sound/lighting checks | Tech | | T-3 days | Prep lists; par levels; allergy notes | Kitchen / Bar | | T-1 day | Final rundown emailed; signage printed | Events | | Event Day | Run-of-show; huddles; live updates | MOD | | T+1 day | Cash/Ticket reconciliation; comp log audit | GM | | T+2 days | Debrief & KPI review; action items | Leadership | ---- ===== 4) Roles & Responsibilities ===== * **Event Organizer (EO):** Owns scope, timeline, vendor/artist comms, and debrief. * **General Manager (GM):** Staffing approvals, POS/ticket programming, cash & comp controls. * **Manager on Duty (MOD):** Day-of field general; leads huddles; coordinates recovery & incidents. * **Bar Lead:** Par levels, specialty cocktails, speed-rail setup, glassware plan. * **Kitchen Lead:** Prep lists, allergy controls, expo timing, special menu readiness. * **Tech Lead (Theater):** Stage plot, FOH/monitors, lighting scenes, mic inventory, run-of-show cues. * **Door/Ticket Lead (Theater):** Will-call, scanners, wristbands/handstamps, ADA seating. * **Security/Greeter:** ID checks, line flow, conflict de-escalation, egress monitoring. Link to reference pages: * Guest recovery: [[guest_recovery_playbook|Playbook]] * Incidents: [[incident_reporting|Report & Form]] * Facilities issues: [[facilities:reporting|Report an Issue]] ---- ===== 5) Budget & KPIs ===== Track before/after to learn and improve. ^ Category ^ Estimate ^ Actual ^ | Talent / Entertainment | | | | Marketing / Artwork / Ads | | | | Staff OT / Extra Shifts | | | | Rentals / AV / Security | | | | F&B COGS (incremental) | | | | **Total Cost** | | | **Revenue & KPIs** * Tickets sold / capacity (%) * Gross ticket revenue / fees * Avg check (food / bar) * Total covers * Promo redemptions * Comps & voids (value, reason) ---- ===== 6) Marketing & Communications ===== **Creative Brief (quick)** * Objective (1–2 sentences) * Audience (who, how many) * Offer (what’s special: artist, menu, theme) * Channels (FB/IG, email, posters, partners) * Assets needed (poster, story, reel, web tile, menu insert) * CTA & Links (ticket URL, RSVP, phone) **Campaign Cadence (baseline)** * T-14 days: Event announcement (FB/IG feed + stories; website update) * T-10 days: Email blast / community partner posts * T-7 days: Reminder post; staff shares * T-3 days: Final push; boost if needed * Day-Of: Stories, behind-the-scenes, artist arrival, doors open **On-site Signage** * Door times, set times, age policy, menu highlights, merch table, exits/ADA routes. **Media Handling** * Photos/video submission: email only; vertical video preferred (see [[marketing:media_submission]]). ---- ===== 7) Ticketing & Door (Theater) ===== * **Tools:** Ticket platform link, QR scanners, handstamps/wristbands, petty cash/float, ADA seating map. * **Will-Call:** Alphabetized list + ID check. * **Flow:** Signage for lines (Tickets, Will-Call, Day-Of Sales). * **Age Policy:** 21+ with ID (if alcohol-forward) or All Ages (with wristband coding). * **Re-Entry:** Define clearly; stamp/wristband color. * **Refund Policy:** Post and enforce. **Door Cash Sheet** ^ Item ^ Qty ^ Price ^ Subtotal ^ | Day-of GA | | | | | VIP | | | | | Fees / Taxes | | | | | **Total** | | | | **Reconcile:** Deposit log + ticket report + comp list → GM T+1. ---- ===== 8) Staffing & Briefings ===== **Minimums (adjust by event size):** * Hub/McFiler’s: MOD, 1 host (if needed), 1–2 servers per section, bar (1–2), barback (peak), kitchen line lead + 1–2, dish. * Theater: MOD, Door lead, 2–4 ushers/door, bar team (2–4), barback(s), security (as needed), tech lead + FOH. **Pre-Shift Huddle (10 min)** * Goal & KPIs; expected volume * Menu 86s, allergy alerts * Bar features / upsells * Recovery limits (comp authority) * Safety notes & egress Use: [[ops:opening_checklist]], [[ops:shift_handover]], [[ops:closing_checklist]]. ---- ===== 9) Food & Beverage Program ===== **Menu Decisions** * Limited vs. full menu; cook times; high-volume items flagged. * Specials: price, portion, plating photo (optional). * **Allergens:** Update [[kitchen:allergens|Allergen Matrix]] and label specials. **Bar Program** * 1–2 signature cocktails (batch where possible). * Draft list tightened for speed (popular SKUs). * PARs: ice, glassware, fruit, syrups; backup kegs. **Prep Lists (example)** ^ Station ^ Item ^ PAR ^ Prepped ^ Notes ^ | Garde | Slaw | 4 hotel pans | | | | Grill | Burger patties | 120 | | | | Expo | Plates / ramekins | Svc for 250 | | | | Bar | Lime wedges | 6 quarts | | Replace q2h | ---- ===== 10) AV / Tech (Theater & Staged Events) ===== * **Stage Plot/Input List:** Mics/DI, stands, monitors, backline needs. * **Soundcheck:** Windows per artist; decibel limits; emergency mic. * **Lighting:** Scenes preset; blackout cue; audience safety lights. * **Power:** Circuits labeled; gaff tape on runs; no trip hazards. * **Recording/Streaming:** Permissions, cables, backups. * **Comms:** Radios (charging), channel list, spare batteries. **Run-of-Show Template** ^ Time ^ Cue ^ Detail ^ Owner ^ | 16:00 | Load-in | Artist arrival; parking plan | EO | | 17:00 | Soundcheck | Full band | Tech | | 18:00 | Doors | Bar open / FOH ready | MOD | | 19:00 | Support Set | 40 min | Tech | | 19:45 | Changeover | 15 min | Tech | | 20:00 | Headliner | 75–90 min | Tech | | 22:00 | Merch/Meet | 30 min | EO | | 22:30 | Load-out | | EO/Tech | ---- ===== 11) Safety, Crowd, and Risk Management ===== * **Capacity & Egress:** Do not exceed posted capacity; keep aisles/exits clear. * **ID & Alcohol Service:** 21+ checks; wristband system; refuse service rules. * **Incident Response:** Use [[incident_reporting|Incident Report]]; escalate per policy. * **Guest Recovery:** Apply [[guest_recovery_playbook|Five A’s]]; comp within limits. * **Weather/Power/Loss of Services:** Backup lighting, cash box, manual ticket list. * **Medical:** First-aid kit check; AED location (if available); call 911 for emergencies. ---- ===== 12) Accessibility (ADA) ===== * Reserved ADA seating/line access; clear ramps/elevators. * Posted strobe/fog warnings if used. * Provide strawless/wide-straw options; low-height service area if possible. * Offer assistance locating seating; train ushers to ask, not assume. ---- ===== 13) Cash, Comps & Controls ===== * **Comps:** Log reason, value, issuer (Staff/Lead/Manager). * **Voids:** Manager approval required; record reason. * **Cash Handling:** Open/close counts, drops, safe log; two-person verification. * **Merch:** Separate drawer; 10-key log; reconcile with artist at T+0. **Comp/Voids Log** ^ Time ^ Check # ^ Item ^ $ ^ Reason ^ Issued By ^ | | | | | | | ---- ===== 14) Closeout & Reconciliation (T+0 / End of Night) ===== * Ticket report & cash counted; tips reported; deposits secured. * 86 list & inventory deltas recorded. * Facilities issues posted to [[facilities:reporting]]. * Handover posted to [[ops:shift_handover]] for next day. ---- ===== 15) Post-Event Debrief (T+2) ===== **KPI Review** * Attendance vs capacity; revenue vs estimate * F&B sales mix; top/slow movers * Staffing sufficiency; service times; guest feedback * Incidents & recovery summaries **Action Items** ^ Owner ^ Task ^ Due ^ | | | | | | | | **Lessons Learned:** What to repeat, what to change. ---- ===== 16) Templates & Downloads ===== * [[events:checklist_open|Event Day Opening Checklist]] (create) * [[events:ros_template|Run-of-Show Template]] (create) * [[events:door_kit|Door Kit Contents & Procedures]] (create) * [[events:signage_pack|Printable Signage Pack (Doors, Sets, ADA)]] (create) * [[events:marketing_brief|Marketing Brief Template]] (create) ---- ===== 17) Quick Day-Of Checklist ===== * [ ] Huddles done (FOH/Bar/BOH/Tech) * [ ] POS programmed; buttons tested; promos live * [ ] Menus/signage placed; ADA/egress clear * [ ] Prep & PARs complete; ice & glassware stocked * [ ] Door kit ready (scanner, lists, wristbands, float) * [ ] Radios charged; channels assigned * [ ] Recovery limits reviewed; comp log ready * [ ] First-aid/AED checked; spill kits placed * [ ] Run-of-show printed and distributed * [ ] Post-event closeout plan assigned ---- ✨ Great events are engineered, not improvised. Use this playbook, keep notes current, and we’ll deliver consistent, profitable, and memorable experiences across every location.