Advancing / Pre-Production

The Advancing SOP defines how Maryland Productions and Event Revolution gather, confirm, and document all technical, logistical, and scheduling details required to successfully execute a show. Advancing begins once a job is contracted and confirmed, and ends when the show is fully ready for warehouse prep, crew scheduling, and on-site deployment.

A well-advanced show prevents confusion, reduces last-minute changes, and ensures every department (Lighting, Audio, Video, Rigging, Power, Warehouse, Logistics) has the information needed to deliver a consistent, high-quality event.

Purpose

  • Collect all critical event details from the client and venue.

  • Translate client needs into technical and logistical plans.

  • Ensure each department receives accurate information before prep.

  • Reduce errors, delays, and onsite troubleshooting.

  • Provide the warehouse, drivers, and crew with clear instructions.

  • Keep the client informed and confident throughout planning.

Who Handles Advancing

  • Project Managers (primary)

  • Technical Directors (for complex shows)

  • Crew Leads (as assigned)

  • AVisionary (supports communication and info gathering)

All advancement must be documented in the job file and shared with departments.

Advancing Workflow Overview

Advancing has five major categories:

  1. Schedule & Timeline

  2. Venue Information

  3. Technical Requirements

  4. Crew & Labor Planning

  5. Logistics & Trucking

Each category must be complete before prep begins.

1. Schedule & Timeline

Collect and confirm:

  • Load-in date & time

  • Rehearsal windows

  • Doors time

  • Show start & end times

  • Break schedules

  • Strike schedule

  • Venue access hours

Create a consolidated Master Schedule and distribute it to:

  • Warehouse

  • Logistics / Drivers

  • Crew Leads

  • Technicians

2. Venue Information

Gather all venue-specific details:

Venue Contacts - Technical director - Event manager - A/V coordinator - Security or dock manager

Access - Loading dock location - Parking information - Freight elevator details - Staging or prep areas

Restrictions - Sound limits - Curfews - Rigging limitations - Power limitations - Decor/branding restrictions

Site Documents - CAD drawings - Floor plans - Rigging plots - Power distribution diagrams

Attach all documents to the job folder.

3. Technical Requirements

Technical advancement ensures every department has complete, accurate information.

Lighting - Patch requirements - Truss layout or pipe plot - Fixture count and placement - Power and data paths - Programming needs or cues - Focus notes

Audio - FOH and monitor layout - Input list / stage plot - RF needs and frequency coordination - Speaker placement - Backline integration

Video - LED wall resolution & processor requirements - Projection surfaces & throw distances - Camera placement - Signal flow diagram - Switching requirements - Presenter laptops or media playback

Rigging - Truss positions - Motor counts and loads - Beam heights - Weight distribution and approval

Power - Camlock access - Generator requirements - Distro placement - Circuit distribution plans

All technical notes must be included in the advance packet.

4. Crew & Labor Planning

Based on the technical and venue requirements:

  1. Determine crew size and roles: - Lead Tech - Lighting technicians - Audio technicians - Video technicians - Riggers - Stagehands - Drivers

  2. Estimate labor hours for: - Load-in - Show run - Strike

  3. Communicate: - Call times - Break schedules - Dress code (if applicable)

  4. Confirm crew availability.

  5. Add crew to the scheduling system or board (Monday.com or similar).

5. Logistics & Trucking

Finalize all transport details:

  • Number of trucks required

  • Pickup times

  • Driver assignments

  • Parking passes

  • Return schedule

  • Multi-day storage or overnight vehicle needs

Provide the Logistics Coordinator with: - Master schedule - Equipment list - Contact info - Venue dock details

This ensures smooth coordination during load-in and strike.

Advancing Deliverables

A complete Advance Packet must include:

  • Client information

  • Venue details & contacts

  • Master schedule

  • Technical specs for all departments

  • Plots and diagrams

  • Truck schedule

  • Crew list and call times

  • Notes on constraints or high-risk areas

This packet is shared internally, and a simplified version may be sent to the client.

Advancing Sign-Off

Before warehouse prep begins:

  1. PM confirms all sections of the advance are complete.

  2. Warehouse manager reviews equipment list and staging notes.

  3. Logistics reviews transport schedule.

  4. Crew Lead confirms labor plan.

  5. PM sends final details to the client for confirmation.

Only when all departments approve can prep begin.

Quality Control

  • All details must be written clearly and documented.

  • Do not rely on verbal information—confirm in writing.

  • Ensure diagrams match the equipment list.

  • Check for timing conflicts or unrealistic expectations.

  • Keep client updated on any changes.

  • Ensure internal teams have what they need with no surprises.

Troubleshooting & Exceptions

Client slow to respond - Send gentle reminders every 2–3 days. - Flag any missing info that delays planning.

Venue is uncooperative - Request alternate contacts. - Escalate to client if needed.

Major change late in planning - Notify all departments immediately. - Update equipment lists and schedules. - Address potential cost or labor implications.

Short-notice events - Perform a rapid advance focusing on essentials:

  • Timeline

  • Power

  • Load-in access

  • Technical basics