Equipment, catalog, budget, and planning
Equipment, catalog, budget, and planning
What this feature is for
The equipment workflow transforms a request identified in a rider into actionable information: an equipment line item, a catalog reference, a budget expense, and, upon human decision, installation and dismantling blocks.
Venue equipment and services
In Preparation → Technical, the By site shortcut opens the current show's site, keeping the selected venue when there is one. Select a venue to find its Venue equipment & services panel. Permanent requirements (generator, structures, lifting machinery, furniture…) remain specific to this show and venue; By artist stays unchanged for artists' daily requirements. The shortcut does not create copies of existing lists.
On a venue's layout view (Preparation → Venues → 2D/3D view), the Venue equipment & services panel covers four families: Stage tech (PA, lighting, structures, effects, screens), Infrastructure (barriers, lifting machinery, platforms, marquees, furniture, extinguishers), Bars & visitor catering (beer taps, fridges, counters) and Services & transport (artist transfers, shuttles, security, cleaning). Each item has a provenance, owned or rented: when rented, the rental company is picked from the directory (its record can optionally be enriched with contract, insurance, notes) and a matching supplier booking automatically appears in the Logistics tab. Categories created here are reusable across the organization's events. Services are described in units (vehicles, agents) and per-day rotations with times.
Where to find it
Open Preparation → Technical for the rider, annotations, and equipment lists. The financial result appears in Budget and the scheduled blocks in Planning.
Steps
- Open the PDF rider and create an annotation on the equipment request.
- Verify the label, quantity, technical section, brand, model, and unit price when this information is known.
- Click on Send to equipment list.
- Check the line created or updated in the correct technical section.
- Verify the associated catalog reference: the system avoids creating an obvious duplicate.
- Open Budget and check the line created in the Technical category, with its quantity and unit price.
- To prepare field operations, click on Schedule installation in the relevant equipment section.
- Check the installation and dismantling blocks in the schedule, then adjust their times and teams.
What happens next
The transfer to the equipment list creates or updates the technical line, the catalog reference, and the linked budget line. Planning is not triggered automatically by each line: it remains an explicit action to avoid saturating the schedule. A second click on planning updates the section's blocks instead of duplicating them.
Who can take action
Authorized technical managers and management can transfer an annotation and schedule a section. Viewing or editing rights may vary depending on the project and venue.
Common issues
- The budget price is zero: the catalog probably does not contain a unit price; complete it then check the line.
- The equipment is in the wrong section: correct the section before the transfer or modify the technical line.
- No planning block is created: check the setup and dismantling dates of the project.
- A duplicate seems to appear: look for a difference in brand, model, section, or spelling.
FAQ
Does adding a catalog line always create a planning block?
No. Click on Schedule installation to create the blocks for the relevant section and stage.
Does the transfer modify the live show?
No. It prepares the equipment and the budget. The GO always remains manual.