Keep the power on, effects safe and every team online

Know which generator powers what before the build

Give each zone of your site its generators and the loads they carry, from the main stage and the bars to the food court. Your production manager and your electrician work from one power plan for the whole site, laid out by the zones on your site map. Everyone can see which generator feeds what, and where supply is tight, before the build starts.

The power plan uses the site map your team already draws, with its areas around the stages, bars and trading zones. The zones your electrician powers are the same zones your stewards, traders and suppliers see on their maps.

• Power plan: generators and loads for each zone
• By zone: the zones on your own site map

• Draw your site to scale and time each delivery

Give your electrician every trader's power needs

The power plan includes the power sheets you already share with your electrician. Each pitch shows its trader, the amps they need and whether they need water, grouped by zone with the totals at the top. The sheet always shows the pitches as they are now. When you move a trader, they appear in the right zone without a new spreadsheet, and your electrician plans the cable runs from facts.

Your electrician opens the sheet from a link with no sign-in, and it never shows a trader's contact details. Each link works until the date you choose, shows how many times it was opened, and stops the moment you say so. Make one for a single zone, such as the food court, or for the whole site. Ask Fai to make a link, list the ones you have sent or stop one, and she waits for your yes before she does.

• Amps for each pitch: what every trader needs
• Water: which pitches need it
• Link for your electrician: no sign-in and always up to date

• Share a power sheet with your event electrician
• Put traders on the right pitches and collect your share

Keep every generator running from doors to curfew

Refuel rounds take your fuel crew from generator to generator, and they log every fill as they go. You always know when each generator was last filled. A low-fuel alert comes before a generator runs low, with time to get fuel to it. The stage stays lit, the fridges stay cold and the card machines stay online.

The fuel log records every refuel, so your fuel bill has evidence behind it and next year's order starts from what you used this year. The same generator fuel figures go into your sustainability report after the show, so the numbers your power crew logs on the night are the numbers you share.

• Refuel rounds: every generator on the crew's route
• Fuel log: every refuel recorded
• Low-fuel alerts: before a generator runs low

• Measure your event's footprint and share it with sponsors

Run every effect on its cue with permits in order

Pyro, lasers, drones and confetti make the moment the crowd remembers. Keep each effect on its cue, with its licensed operator, the permit that covers it and its exclusion zone. Your production manager, your safety lead and your effects supplier work from the same register, so everyone knows what fires, when and on whose authority.

Your effects supplier sends its public liability insurance, risk assessment and method statement from its own page, with no sign-in. Fai checks the expiry date and the cover in each file and tells you what does not match, such as a policy that ends before the event does. The supplier gets reminders before the file is due and before it expires.

• Effects register: pyro, lasers, drones and confetti for each cue
• Permits: each effect with the permit that covers it
• Supplier paperwork: insurance and risk assessments checked by Fai

• Collect insurance and certificates from your event's outside teams
• Meet each permit condition and sign off each barrier

Know every operator is licensed before they start

Each effect names its licensed operator, checked against the documents they hold. You already ask crew for the certificates their shifts need, and nobody goes on a shift without them unless you give a reason. A document belongs to the person, so it counts at every event of your brand until it expires. If a licence ends before the show, you find out before the operator arrives.

Operators add their licence on their own My shifts page, with its expiry date, and your team checks it or sends it back. Each time someone on your team opens a person's file, it is recorded with their name, so sensitive documents stay with the people who need them.

• Licensed operators: checked against their documents
• Expiry dates: a licence that ends before the show is flagged
• Reason to go ahead: kept with their place and in the activity log

• Collect crew certificates and licences before they work an event shift
• Get certificates and inductions done before passes go out

Clear each exclusion zone and fire on the called cue

Mark the exclusion zone for each effect on the same site plan your stewards and security already use, so everyone can see where it starts and ends and the area is clear before the cue. The firing plan sits on your running order, so every effect fires on the cue your show caller calls. Nothing goes off because someone misread a printed sheet.

Lock the day when the plan is final, and nobody can change its cues until someone unlocks it, while calling cues on show day still works. The show callers you name for each stage call the cues and lock or unlock their stage, and nothing else. Share the site plan with the fire service from a private link that always shows the map as it is now, with only the places they need.

• Exclusion zones: drawn on your site plan
• Firing plan: each effect on its cue in the running order
• Locked days: the final plan protected from changes

• Plan your run of show and who calls it
• Share a private event site map with emergency services and suppliers

Open the gates knowing every structure has been checked

You sign off each effect before doors. Rigging points, stages and structures go through the same timed inspections as your fence and barrier lines, each with its build checklist, signed off and kept with its full history. You open the gates knowing everything above and around your crowd has been checked. You can show a licensing officer exactly what was checked, when and by whom.

Fence and barrier lines sit on the site plan with their build checklists, and rigging points, stages and structures join them. Your safety lead works from one list of everything that needs checking. Every sign-off stays in the history, and nobody can rewrite it after the fact.

• Effects sign-off: every effect before doors
• Rigging and build sign-off: rigging points, stages and structures
• Full history: every inspection and sign-off kept

Get every team on site online and fix faults fast

Traders need their card readers working, your box office needs to sell and your press need to file their stories. Each team orders the connection it needs for the zone it works in. Your network team plans from the full list of orders and sees on a coverage map where the network reaches. Anyone on site opens the fault report link on their phone and says what is not working and where, so your network team goes straight to it.

Outside teams already order radios, hi-vis vests and buggies from your kit list on their own page, with no sign-in. They see the price and availability of each piece of kit, choose the dates and where it goes, and follow each order from approval to invoice to hand-back. Approved orders hold the kit for that team. A team that worked your last event can order the same again in one step.

• Connectivity orders: each team orders the connection it needs by zone
• Coverage map: where your network reaches across the site
• Fault report link: opened by anyone on site, from any phone

• Let outside teams order kit and equipment for your event
• Hire only what you need and see who has what