How to Book Event Crew: A Step-by-Step Guide

Booking crew should be quick and clear. Follow these six steps to get an accurate quote and a booking that runs smoothly.

By Stage Hands UK · Practical guide

1. Define the work

List the tasks: loading, building, operating, clearing. Note how many loads, how large the stage or set is and any skills that are needed.

2. Confirm dates and times

Give the load-in start time, the show times and the finish time. The finish matters as much as the start.

3. Confirm the location

Send the venue name and address, the access route and the parking arrangements. Say whether there is a lift, stairs or a long carry.

4. Send an enquiry

Use the quote form or call. Include contact details for the person on site. The more detail you give, the sharper the quote.

5. Review the quote

Check hours, crew numbers, whether a crew chief is included and what happens if the schedule changes. Ask questions before you accept.

6. Confirm and share the call sheet

Once agreed, send your call sheet with times, contacts and site rules, and make sure the crew knows where to report.

What to send in your first message

Date and times, venue and address, tasks, crew numbers, skills needed, on-site contact and any rules from the venue.

Common booking mistakes

Sending a vague request with no times. Forgetting to mention stairs or limited access. Leaving the finish time unclear. Changing the plan the day before without telling the supplier. Not naming one person to contact on site.

After you book

Keep your supplier updated. If the load changes or the schedule slips, tell them early so the crew plan can change with it. Share the final call sheet the day before.

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