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.

• 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.

Use this section to scope the event before you commit dates or spend.

Routing: Submit to Event Organizer for approval (see policies §10). No event is marketed or booked without approval.

Use this lead time to avoid last-minute scrambles. Owners initial when complete.

• 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: Playbook
• Incidents: Report & Form
• Facilities issues: Report an Issue

Track before/after to learn and improve.

Revenue & KPIs

• Tickets sold / capacity (%)
• Gross ticket revenue / fees
• Avg check (food / bar)
• Total covers
• Promo redemptions
• Comps & voids (value, reason)

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 media_submission).

• 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

Reconcile: Deposit log + ticket report + comp list → GM T+1.

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: opening_checklist, shift_handover, closing_checklist.

Menu Decisions

• Limited vs. full menu; cook times; high-volume items flagged.
• Specials: price, portion, plating photo (optional).
• Allergens: Update 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)

• 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

• 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 Report; escalate per policy.
• Guest Recovery: Apply 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.

• 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.

• 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

• Ticket report & cash counted; tips reported; deposits secured.
• 86 list & inventory deltas recorded.
• Facilities issues posted to reporting.
• Handover posted to shift_handover for next day.

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

Lessons Learned: What to repeat, what to change.

• Event Day Opening Checklist (create)
• Run-of-Show Template (create)
• Door Kit Contents & Procedures (create)
• Printable Signage Pack (Doors, Sets, ADA) (create)
• Marketing Brief Template (create)

• [ ] 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.