McFiler's / Hub Wiki

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====== 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.

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===== 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.

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===== 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.

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===== 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 |

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===== 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]]

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===== 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)

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===== 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]]).

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===== 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.

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===== 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]].

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===== 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 |

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===== 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 |

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===== 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.

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===== 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.

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===== 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 ^
|  |  |  |  |  |  |

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===== 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.

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===== 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.

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===== 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)  

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===== 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

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✨ Great events are engineered, not improvised. Use this playbook, keep notes current, and we’ll deliver consistent, profitable, and memorable experiences across every location.