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---
tags:
- eventkit
---
# Planning Module
## Purpose
Manage the full lifecycle of events — from initial [[03 - CRM Module|enquiry]] through on-site execution to post-event close-out. Co-ordinates [[01 - Inventory Management|equipment]], crew, transport, and venue logistics into a single operational view.
---
## Core Concepts
### Entity Hierarchy
```mermaid
graph TD
Project["Project\n(e.g. Summer Tour 2026)"]
Event["Event\n(e.g. London O2 - June 14)"]
PullList["Pull List\n(Equipment needed)"]
CrewAssignment["Crew Assignments"]
Load["Load / Truck Pack"]
Venue["Venue\n(O2 Arena)"]
Project -->|"contains"| Event
Event -->|"has"| PullList
Event -->|"has"| CrewAssignment
Event -->|"has"| Load
Event -->|"at"| Venue
```
### Entity Definitions
| Entity | Description |
| --------------------- | ------------------------------------------------------------------------------------------------- |
| **Project** | A group of related events (a tour, a festival with multiple stages, a recurring corporate series) |
| **Event / Job** | The core planning unit — a single gig, show, or production with defined dates and a venue |
| **Pull List** | The specific equipment list needed for an event, built from the product catalogue |
| **Load / Truck Pack** | The physical shipment — what goes on which truck, weights, volumes |
| **Crew Assignment** | Who is working the event, in what role, for what hours |
| **Venue** | The location where the event takes place, with its own technical specifications |
---
## Event Lifecycle
```mermaid
stateDiagram-v2
[*] --> Enquiry
Enquiry --> Quoted : Quote sent
Quoted --> Confirmed : Client confirms
Quoted --> Cancelled : Client declines
Confirmed --> Prep : Prep begins
Prep --> LoadOut : Equipment dispatched
LoadOut --> OnSite : Arrived at venue
OnSite --> LoadIn : Strike complete
LoadIn --> DePrep : Equipment returned
DePrep --> Closed : Inspected & invoiced
```
### Phase Definitions
| Phase | Key Activities |
| -------------------- | --------------------------------------------------------------------------- |
| **Enquiry** | Initial client request received, feasibility & availability check |
| **Quoted** | Equipment list + pricing + crew costs + transport costs sent to client |
| **Confirmed** | Client accepted — stock reserved, crew booked, transport arranged |
| **Prep** | Equipment pulled from warehouse, tested, cases packed, prep notes generated |
| **Load-Out** | Equipment dispatched — truck pack list signed off, driver assigned |
| **On-Site** | Setup → show → strike. On-site issue tracking, additional requests |
| **Load-In (Return)** | Equipment returns to warehouse |
| **De-Prep** | Return inspection, damage reporting, cleaning, re-shelving |
| **Closed** | Final invoicing, profit/loss analysis, post-event review notes |
| **Cancelled** | Event cancelled — reserved stock released, cancellation fees applied |
---
## Feature Breakdown
### Event / Job Management
| Feature | Description |
| --------------------- | --------------------------------------------------------------- |
| Event creation | Dates (setup, show, strike), venue link, client link (→ CRM) |
| Multi-day events | Events spanning multiple days with per-day schedules |
| Multi-venue events | Festivals or events with multiple stages/spaces |
| Project grouping | Group related events under a project (tours, recurring shows) |
| Event status workflow | Progress through lifecycle phases with validation rules |
| Event templates | Save and reuse event configurations for recurring job types |
| Event duplication | Clone an event as a starting point for a similar job |
| Internal notes | Free-text notes, checklists, and file attachments per event |
| Event tags | Categorise events (corporate, festival, wedding, concert, etc.) |
### Pull Lists / Equipment Planning
| Feature | Description |
| ---------------------- | ------------------------------------------------------------------- |
| Build from catalogue | Add products/kits from the inventory catalogue to the pull list |
| Kit/set expansion | Adding a kit auto-adds all component products |
| Availability check | Real-time check against inventory — green/amber/red indicators |
| Conflict detection | Alert if requested equipment is already booked elsewhere |
| Shortage handling | When stock is short, suggest sub-hire or alternative products |
| Quantity management | Request quantities by product, system allocates specific assets |
| Weight & volume totals | Auto-calculate total weight and volume for transport planning |
| Pull list printing | Printable pull list for warehouse prep team |
| Pull list versioning | Track changes to the pull list over time |
| Category grouping | Group pull list items by category (audio, lighting, video, staging) |
### Crew Planning
| Feature | Description |
| ----------------------- | ------------------------------------------------------------------------ |
| Crew database | Profiles with skills, certifications, contact details, rates |
| Availability calendar | Per-crew-member availability with blocked/booked dates |
| Role-based assignment | Assign crew by role: sound engineer, lighting tech, rigger, driver, etc. |
| Skill matching | Filter available crew by required skills/certifications |
| Crew costs per event | Track day rates, overtime, expenses per crew member per event |
| Shift scheduling | Define shift start/end times per crew member per event day |
| Crew notifications | Notify assigned crew via email/SMS with event details |
| Freelancer vs. in-house | Distinguish between employed staff and freelance contractors |
| Timesheet capture | Record actual hours worked for payroll/invoicing |
### Transport & Logistics
| Feature | Description |
| ----------------- | ------------------------------------------------------------------ |
| Vehicle fleet | Manage owned/hired vans and trucks with capacities |
| Truck pack lists | Define what goes on which vehicle, with weight/volume calculations |
| Weight limits | Warn when truck pack exceeds vehicle capacity |
| Driver assignment | Assign drivers with licence validation |
| Route planning | Basic route info or integration with mapping services |
| Dispatch tracking | Track when vehicles leave warehouse and arrive at venue |
| Return tracking | Track when vehicles return from venue |
### Venue Management
| Feature | Description |
| ---------------- | ---------------------------------------------------------------- |
| Venue database | Venues with addresses, contacts, and technical specifications |
| Technical specs | Power supply details, rigging points, dimensions, load-in access |
| Site plans | Attach CAD files, PDFs, or images of venue layouts |
| Technical riders | Store standard technical requirements per venue |
| Venue contacts | Key contacts: production manager, venue technician, security |
| Blackout dates | Track dates when a venue is unavailable |
| Venue history | See all past events at a venue with notes |
### Timeline & Scheduling
| Feature | Description |
| --------------------- | -------------------------------------------------------------------------------- |
| Gantt-style timeline | Visual timeline of events with setup/show/strike phases |
| Per-event schedule | Detailed schedule: load-in time, setup, rehearsal, doors, show, strike, load-out |
| Milestone tracking | Key milestones with due dates and notification |
| Dependency management | Task B can't start until Task A completes |
| Recurring schedules | For events with repeating structures |
### Calendar Views
| View | Description |
| ---------------------- | ----------------------------------------------------------------- |
| Company event calendar | All events across the company, filterable by type/client/crew |
| Equipment availability | Heatmap calendar showing utilisation density per product/category |
| Crew availability | Who is available on which dates |
| Warehouse calendar | Scheduled load-outs and load-ins per day |
| Vehicle calendar | Vehicle booking and availability |
### Reporting
| Report | Description |
| ----------------------- | ------------------------------------------------------------ |
| Events per period | Count and breakdown of events by week/month/quarter |
| Revenue per event | Total revenue and margin per event |
| Revenue per client | Client ranking by revenue |
| Crew utilisation | Percentage of available days booked per crew member |
| Vehicle utilisation | Percentage of available days booked per vehicle |
| Profitability per event | Revenue minus equipment, crew, transport, and sub-hire costs |
| On-time performance | Load-out and load-in schedule adherence |
---
## Related Documentation
- [[00 - System Overview]] — High-level system overview
- [[01 - Inventory Management]] — Equipment data consumed by pull lists
- [[03 - CRM Module]] — Client data and pipeline feed into event creation
- [[06 - Module Integration]] — How planning connects to inventory and CRM