- Confirm the layout matches the agreed plan and does not exceed the venue's safe capacity for that setup
- Check every fire exit is unlocked, unobstructed and clear to at least the full width of the doorway, with signage lit
- Make sure gangways and escape routes stay clear of cabling, staging, furniture and stock
- Test the PA and microphone, and confirm an emergency announcement can be heard clearly throughout the space
- Check emergency lighting, exit signs and that house lights can be brought up quickly if needed
- Tape down or cover trailing cables and remove trip hazards from walkways and stage areas
Event Setup Checklist
Walks the team through setup so the room is safe, legal and ready before the first guest arrives, with nothing missed under time pressure.
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What’s on it
10 things to check.
Everything that matters, nothing that does not. Here is the full list, exactly as it appears on the template.
- 1Confirm the layout matches the agreed plan and does not exceed the venue's safe capacity for that setup
- 2Check every fire exit is unlocked, unobstructed and clear to at least the full width of the doorway, with signage lit
- 3Make sure gangways and escape routes stay clear of cabling, staging, furniture and stock
- 4Test the PA and microphone, and confirm an emergency announcement can be heard clearly throughout the space
- 5Check emergency lighting, exit signs and that house lights can be brought up quickly if needed
- 6Tape down or cover trailing cables and remove trip hazards from walkways and stage areas
- 7Confirm first aid provision, fire extinguishers and the nearest assembly point are in place and known to staff
- 8Brief front-of-house and stewards on exits, the evacuation plan and who calls it
- 9Check furniture, staging and rigging are stable and set up to the supplier's instructions
- 10Set up registration, signage and AV, and do a final walk-through against the plan before doors open
Good to know
Industry guidance (The Purple Guide and HSE event guidance) is clear that escape routes and exits must be kept clear at all times, at least as wide as the exit doorway, and that the PA should be tested so emergency announcements are audible everywhere guests can be.
Source: The Purple Guide to Health, Safety and Welfare at Music and Other Events (EIF); HSE event safety guidance and the Regulatory Reform (Fire Safety) Order 2005
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