Project Checklist Workflow
Project Phases
Phase 2: Pre-Event Planning
Status: BID CONFIRMED • 10 tasks
Task 5: Initiate Contract & Compliance
Submit COI & Contract to Support Hub, request customer's contract if missing
Task 6: Confirm Details & Finalize Contracts
Fully confirm critical dates/needs (30 days post-award), ensure contracts, W9s, COIs, T/Cs executed
Task 7: Set Up Project Internally
Create reservations, send to approved PC, identify concessions/F&B orders, create QM Sheet, invite stakeholders
Task 8: Hold Internal Kick-Off Call
Participants: PCM, DM/RM, FPM, Central Service
Task 9: Distribute Internal Kick-Off Summary
Send internal summary email
Task 10: Hold External Kick-Off Call
Confirm Radio, Catering, Parking, Credentials. Request Site Schedule and Build CAD
Task 11: Run Pre-Event Reports
Initial report (self-check) and final report (post-sourcing)
Task 12: Establish Event Communication
Confirm after-hours/weekend procedures, create internal/external group text
Task 13: Manage Initial Billing
Send 50% deposit invoice, verify payment 1 week before Load-In, contact customer if unpaid
Task 14: Send "Pep Rally" Email
Final confirmation/motivational email
Phase 3: On-Site Execution
Status: LOAD IN / EVENT • 4 tasks
Task 15: Run & Verify On-Rent Report
Run daily during Load-In, check dates, rates, quantities, notify PM/PCM of discrepancies
Task 16: Manage & Document Change Orders
Update summary order in real time
Task 17: Document & Report Damages
Photograph and report damages in real time
Task 18: Prepare Load-Out Form
Create form after Load-In completion, send to QM/FPM for removal date/time confirmation