Event Setup Checklist – Free Template

Managing an event with dozens of moving parts is a lot to keep track of. This free checklist helps you organize everything from vendor contracts to production day timelines, so nothing gets missed and your team stays aligned.

Download your free event setup checklist

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No signup needed. Compatible with Google Sheets or Excel.

How to use this template

This template helps event producers, venue managers, and production teams coordinate all logistics from early planning through strike.

• Start with event details. Fill in your event name, date, venue, attendee count, and lead contact on the Start Here sheet. The template automatically tracks your progress and days remaining.
• Plan with the Master Checklist. Break your event into phases such as planning, pre-event, load-in, and strike. Assign tasks to owners, set due dates, and track status to ensure everything stays on schedule.
• Build your production day schedule. Use the Production Day sheet to create a minute-by-minute timeline from load-in through strike. Assign activities to owners and locations so everyone knows where to be and when.
• Track contacts and equipment. Log all vendor contacts, arrival times, and onsite details. List every piece of equipment you need, where it's coming from, and who's responsible for packing it.
• Manage zones. Assign zone leads for check-in, main room, backstage, and catering areas. Track setup completion and opening/closing checks to make sure every space is ready.

Why this matters

Event production involves coordinating multiple vendors, crew schedules, equipment lists, and tight timelines, often across weeks of planning. When tasks live in scattered emails and group chats, critical details get missed. A venue contact isn't saved. The AV setup time conflicts with the catering delivery. Someone forgets to pack extension cords.

A structured checklist keeps all stakeholders aligned on who's doing what and when. You avoid last-minute surprises, reduce setup delays, and give your team clear accountability for every phase of the event.

Move beyond spreadsheets with Rentman

Once you're managing multiple events or complex productions, tracking everything in spreadsheets becomes a time sink. Rentman connects your crew schedules, equipment inventory, vendor contacts, and project timelines in one system, so when updates happen, your team can always stay up to date with the latest plan. See how Rentman can help you stay in control of your event productions from start to finish.