For lighting & av companies
The site visit, the plot and the load-out
Lighting and AV work is decided at the venue: power, rigging points, load-in and curfew. Booksui’s lighting pipeline runs inquiry → site visit → proposal → booked → plot & programming → final plan → event day → load-out & returns, with the venue’s answers and the cue list kept on the job.
The pipeline you get on day one
These are the phases the product installs for your trade, with the first items of each checklist. Rename, reorder or edit them; nothing sends on its own.
- 1
Inquiry
Reply within four hours with your availability for the date · Ask for the venue, the room and the guest count · Ask what they want: uplighting, the dance floor, a monogram, sound for the ceremony and speeches
- 2
Site visit
Walk the room: ceiling height, rigging points, wall colors · Find the power: circuits, distance to the stage, whether a generator is needed · Note the venue rules: haze, open flame, sound limit, curfew
- 3
Proposal
Send within 24 hours with a fixture count for every area · Price lighting, sound and the crew hours separately · State the load-in and load-out windows and the overtime rate
- 4
Booked
Countersign and confirm the retainer has cleared · Send the venue your certificate of insurance and the power you need · Confirm load-in time, access and parking with the venue
- 5
Plot & programming
Draw the lighting plot: every fixture, color and position · Design the monogram or gobo and send it for approval · Program the cues for the entrance, first dance and last song
- 6
Final plan
Confirm the colors, the monogram and the cue moments with the client · Confirm the run of show with the planner and the DJ · Collect the balance
- 7
Event day
Load in on time and run the power first · Rig, focus and test every fixture before guests arrive · Sound check the microphones with the officiant and the speakers
- 8
Load-out & returns
Check every fixture back in and note any faults · Return any sub-hired kit · Invoice any overtime the night ran to
- 9
Follow-up
Confirm the client has everything they were promised · Ask for a review while the experience is still fresh · Request permission to share photos of the room lit publicly
Fixtures and technicians as line items
Uplighting, pin spots, a dance floor wash, screens and the technician on site, each with its price; corporate AV and wedding packages from your own proposals.
Power and load-in before you quote
The venue, power and load-in questionnaire asks for circuits, rigging, dock access and curfew, and the answers sit on the job for the site visit.
The cue list from the couple
The lighting cues questionnaire collects entrance, first dance and send-off moments with their colors, and the day’s timeline puts them in order for everyone working it.
Your kit, packed
Label your fixtures and cases once; add them to a job and you have a packing checklist to tick on the load-in.
An agreement for your equipment
A lighting and AV agreement with an equipment addendum; the deposit holds your fixtures and technician for the date and is recorded when it arrives.
One timeline with the band and the DJ
Load-in, sound check, cues and load-out sit on the same run-of-show the planner, DJ and venue read.
Questions
- Can I keep the venue’s power and rigging details?
- Yes. The venue, power and load-in questionnaire keeps them on the job, beside the site-visit phase.
- Does it work for corporate AV as well as weddings?
- Yes. There are wedding, uplighting and corporate AV proposals to start from, and the pipeline is the same.
- Is there a trial?
- Yes: 14 days on any plan, card on file, nothing charged until it ends.