Events and rental: Digital job cards for festival production teams
Digital job cards for festival production teams that bring the released production schedule to the crew zone by zone and report progress, deviations and handovers back.
What a job card for festival production teams should hold.
The production schedule of festival production teams is often a large document with many tabs, released for the build and then changed anyway. Zone managers print it on Monday, and by Wednesday they are working from a version in which the power distribution was still different. What is finished in a zone is reported over the radio and recorded nowhere. A supplier handing over a marquee gets a signature on a scrap of paper that ends up in a van. If there is a dispute after the festival about damaged turf or an extra build day, nobody can find who handed over or accepted what, and when.
Digital job cards for festival production teams
Example- 1
Release the schedule per zone
DoneThe production schedule is split per zone into tasks with sequence, owner and required materials.
- 2
Report progress and deviations
In progressThe zone manager ticks off tasks and records deviations with a photo and short description: a cable ramp that does not fit, a supplier running late, damage to paving.
- 3
Sign off handovers
NextWhen a supplier hands over their part, such as a marquee, a stage or a power distribution unit, the zone manager signs it off with a photo and any remarks.
From preparation to signed-off card.
Release the schedule per zone
The production schedule is split per zone into tasks with sequence, owner and required materials. Only a released version goes to the crew. If something changes after release, the zone manager is notified with what is different. Nobody works from an outdated printout.
Report progress and deviations
The zone manager ticks off tasks and records deviations with a photo and short description: a cable ramp that does not fit, a supplier running late, damage to paving. A deviation becomes a task for the production manager. At any moment it is visible how far each zone has progressed.
Sign off handovers
When a supplier hands over their part, such as a marquee, a stage or a power distribution unit, the zone manager signs it off with a photo and any remarks. During the break the same happens for returning the site. Those handovers later form the basis for invoices and for conversations about damage.
No more paper and loose photos.
Crews currently work with a printed schedule, a radio and a group chat per zone. The job card runs on phones or tablets the zone managers already use. The schedule stays with production management: zone managers can read it and tick off tasks but not change the content. Suppliers can view their own handovers if you want. What is recorded on the job card becomes the source for evaluation and invoicing after the festival.
Fully digital or printed backup
On a festival site the mobile network sometimes drops, especially once the audience arrives. A job card that works offline makes a printout less necessary. Some production managers still choose a printed overview per zone as backup. What matters is that ticks and handovers come back digitally.
Detailed tasks or main steps
A schedule with every cable and every fence panel as a task is thorough, but nobody ticks off hundreds of tasks during a busy build. Main tasks per zone, with details attached, actually get tracked. Choose a level at which progress can be followed meaningfully, often a manageable list per zone per day.
Let suppliers report themselves
Suppliers who report their own progress and handovers take pressure off the crew, but you have less control over what is recorded. Let suppliers report and the zone manager confirm. Information arrives quickly and control stays with you, while each supplier sees only their own tasks.
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Read the storyWhat goes on the job card.
The schedule per zone is released on the job card, with ticking off tasks, reporting deviations and signing off handovers with photos. Together we walk through an ordinary build day, and a day on which the schedule changes after release and a supplier hands over a damaged floor. Supplier reporting and handovers flowing on to the invoice, so a complete record per zone exists afterwards, can be switched on when you want.
View pricingSupport and updatesGood to know.
Explore pricing and optionsDoes the job card work when the network is overloaded?
Yes. The schedule is loaded beforehand and whatever the crew enters is kept until there is a connection. Photos are sent as soon as possible. The zone manager sees which reports have not gone through yet, so nothing is lost.
How do we deal with changes during the build?
A change goes through the production manager, who releases a new version for the zone. The zone manager is notified of what changed and confirms they have seen it. You know for certain the crew is working from the right version.
Can we record damage to the site?
Yes. At the start of the build you record the condition of the site with photos per zone. At handover after the break you do the same. Differences can be traced to a moment and often to a supplier, which helps in conversations with the landowner.
Does every crew member need to use the job card?
No. Usually the zone manager works with the job card and directs the crew as now. If you want crew members to tick off their own tasks, that is possible with limited access. It depends on how big the zones are.
Add-ons for your industry.
What often connects to this.
- Quotation software for festival production teamsQuotation software for festival production teams that sets out production days, crew and facility resources in one proposal, with the assumptions about site and schedule visible.
- Scheduling software for festival production teamsScheduling software for festival production teams that allocates setup zones, logistics slots and crew per day, so suppliers do not get in each other's way on site.
- Customer portal for festival production teamsA portal for festival production teams where suppliers and the organiser find their instructions, site maps and slots, and send questions and documents through one place.
Job cards that come back complete.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Digital job cards for festival production teams: released schedule per zone with the crew, with progress, deviations and handovers reported back.
- Release the schedule per zone
- Report progress and deviations
- Sign off handovers