What Does the Back-of-House at a Major Event Really Look Like?
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, I know, but everyone knew exactly what to do, and that’s what matters.
Because in events, success doesn’t come from flashy tools. Real event success comes from:
clarity
consistency, and
a system that everyone understands
In this quick article, I share the practical ways to set up the back of house for your next event to keep you aligned with this ethos.
Set Up Event Back-of-House
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 or Event Operations Centre (EOC) and keep it staffed.
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.
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.
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.
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.
Hi, I’m Rachella
Welcome to Event Kit. This is where I share what 26+ years in events have taught me about the industry, business and the work we do.
