Contacts, Team & Agenda

Contacts, Team & Show Agenda

Tabs two and three of the phase plan wizard cover the people involved in the project and the chronological schedule for the event. Together, these tabs ensure that all key contacts, crew members, and timings are documented in the phase plan.

Tab 2: Contacts & Team

This tab is divided into two sections: project contacts and the project team.

Contacts

The contacts section allows you to define key individuals associated with the project. Each contact is entered as a dynamic row with the following fields:

• Role — the contact's role in relation to the project (e.g. Venue Manager, Client Representative, Health & Safety Officer)
• Name — the full name of the contact
• Contact Details — telephone number, email address, or other relevant contact information

You can add as many contact rows as needed using the Add Contact button. To remove a contact, click the delete icon on the corresponding row. There is no limit to the number of contacts that can be added.

Project Team

The project team section is automatically populated from the crew assignments on the selected project. Each team member row displays:

Field	Source	Editable
Name	From crew assignment	No
Role	From crew assignment	No
Contact Details	From crew profile	Yes
Call Datetime	From schedule	Yes

The call datetime field supports multiple input formats to accommodate different scheduling approaches:

• schedule_date + call_time — a full date and time combination from the project schedule
• call_time — a dedicated call time field set on the crew assignment
• start_time — falls back to the project start time if no specific call time is defined

Each team member is linked to the project via their project_crew_id, ensuring that any changes to crew assignments are reflected in the phase plan.

Tab 3: Show Agenda

The show agenda tab provides a chronological timeline of the event. This is presented as a dynamic table where each row represents a single agenda item with two fields:

• Datetime — the date and time of the agenda item
• Task Description — a brief description of what happens at that time

Rows can be added and removed as needed. The order of rows should reflect the chronological sequence of the event from start to finish. Typical entries include:

1. 08:00 — Crew call
2. 09:00 — Load in begins
3. 12:00 — Lunch break
4. 14:00 — Sound check
5. 17:00 — Final safety briefing
6. 18:00 — Doors open
7. 19:00 — Show starts
8. 23:00 — Show ends
9. 23:30 — Load out begins
10. 02:00 — Load out complete

Tips

• Keep contact details up to date — incorrect contact information can cause delays during an emergency on site
• The auto-populated team section saves significant time compared to manually entering every crew member
• Review call times carefully — ensure each crew member's call datetime reflects when they are actually expected on site, not just the general project start time
• Use the show agenda to communicate the full day plan to all stakeholders, not just the headline performance times