What Does the Back-of-House at a Major Event Really Look Like?
Spoiler: it’s not always slick tech or shiny dashboards. It’s clipboards, radios, sunscreen, hi-vis vests, and a sign-in sheet.
Raw, analogue, but systematic. And here’s the thing: it works.
I’ve run events where the most important thing wasn’t a custom-built app—it was a laminated run sheet taped to a fence with duct tape. Not glamorous, but everyone knew exactly what to do, and that’s what matters.
Because in events, success doesn’t come from flashy tools. Success comes from:
✷ clarity
✷ consistency, and
✷ a system that everyone understands
If the process makes sense, it doesn’t matter whether it’s digital or pen and paper. The outcome is the same: a safe, organised, well-run event.
That’s the philosophy I bring to my own Event Kit templates too: simple, systematic, no fluff. Just real-world event planning that gets the job done.
Practical Ways to Set Up Your Back-of-House
1. Create a Central Information Point
Every team needs to know where to go for answers. Whether it’s a fold-up table with a radio charging station or a marquee corner with the run sheets taped to the wall, make it obvious. Label it as Event HQ and keep it staffed.
2. Use Visual, Not Just Digital, Tools
Tech fails. Batteries die. Wifi drops out. A whiteboard or printed daily schedule is often faster to read in the heat of the moment. Have analogue backups for all key info: timelines, contact lists, maps, emergency procedures.
3. Control Access and Flow
Set up a clear sign-in/sign-out process. It’s not just about headcounts—it’s about accountability. Combine this with visible ID (lanyards, hi-vis vests) so staff, contractors, and volunteers are easily identifiable and know where they belong.
4. Keep Equipment Simple and Ready
Radios, clipboards, duct tape, sunscreen, and first aid supplies. The basics matter more than fancy tech. Put together a back-of-house essentials kit so you don’t waste time scrambling.
5. Over-Communicate the Plan
A laminated run sheet on a fence may seem low-tech, but if everyone can see it, no one can say they didn’t know. Repeat key messages in multiple formats: pre-event briefings, WhatsApp updates, and physical handouts.
Why This Matters
The back-of-house is where the real event lives or dies. It doesn’t need to look glamorous to be effective. What it does need is clarity, consistency, and a system the whole team understands.
That’s why my own tools are designed with the same philosophy: practical, real-world systems that anyone can pick up and use. Because whether it’s duct tape on a fence or a custom dashboard, the tool is only as good as the clarity it brings to your event.
👉 Want more practical event tips? Browse the Event Kit Library for articles, insights, and tools you can put into action today.
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Meet Your Mentor
Hi, I’m Rachella — founder of Event Kit, and an Event Consultant with 25+ years of experience running world-class festivals and public events. I started Event Kit because I knew there had to be a better way. These are the tools and tips I wish I’d had when I was starting out, and now I’m sharing them with you.
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