Illustrative update: the crew call remains 16:30 local time. The approved event brief is the coordination reference; use the role handoff below if a timing, zone assignment, or reference does not match what you have received.
One event, one shared coordination snapshot
For the crew working North Quay Hall's evening showcase
This fictional example is set at North Quay Hall for a Thursday evening showcase on 22 October 2026. Venue and Production Operations owns this briefing example. It summarizes the event context and crew handoffs; it is not a live dispatch board or a substitute for approved local procedures.
Check the dated event brief for the approved plan. If your copy conflicts with this snapshot, or a change could affect your assignment, pause that handoff and raise the mismatch with your zone lead, who coordinates with the event lead. Do not independently change the approved plan.
Event context and crew call sequence
Illustrative local times for Thursday, 22 October 2026; this authored snapshot is not a live schedule.
| Local time | Milestone | Crew coordination note |
|---|---|---|
| 15:45 | Event lead and zone leads check-in | Confirm the day's approved brief and each zone's named handoff role. |
| 16:30 | All-crew call | Check in with your assigned zone lead and confirm your role boundary. |
| 17:00 | Guest arrival window begins | Use the approved event plan for assigned responsibilities and guest-route references. |
| 19:30 | Showcase programme begins | Route coordination questions through the zone lead; changes to the plan go to the event lead. |
| 21:15 | Illustrative programme close | The event lead coordinates the closeout handoff with zone leads. |
Zone ownership and role boundaries
Raise a change through the owner closest to the work; keep the approved plan intact.
The guest-arrival zone lead coordinates questions and relays updates to the event lead. Crew members carry out only the responsibilities assigned to their role in the approved event plan.
- Check the event brief for your assigned zone and handoff role.
- Pass a guest-route discrepancy to the zone lead.
- The zone lead coordinates any proposed plan change with the event lead.
Production coordination questions go to the production handoff lead, who aligns with the event lead when an issue crosses zone or programme boundaries.
- State what does not match and which handoff is affected.
- Keep the approved reference available for the responsible lead to compare.
- Do not make an independent change to a shared event plan.
Who to ask
At the point of need
Which reference should I follow if two copies do not match?
Use the applicable approved event brief and approved local reference. If this snapshot or another copy conflicts with them, ask your zone lead to coordinate the mismatch with the event lead before the affected handoff proceeds.
What if a guest-route change is suggested?
Pass the suggestion to your zone lead. The zone lead coordinates with the event lead; crew members do not independently change the approved plan.
What should I do with a question outside my assigned role?
Do not assume authority to decide it. Explain the question to your zone lead, who can route it to the event lead or production handoff lead as appropriate.
Does the site news feed change the approved event plan?
No. The feed displays news connected to this site and may provide dated context. It is separate from the approved event brief and is not necessarily event-specific.