Complete this table for each event. Times are approximate; update with actuals on event day. All entertainment cues to be confirmed with 3ON Entertainment Group in advance.
| Time | Duration | Activity / Segment | Responsible | Location / Stage | Notes / Script Cue | ✓ Done |
|---|---|---|---|---|---|---|
| PRE-EVENT SETUP & PREPARATION | ||||||
| -3:00 hrs | Varies | Venue setup begins | Volunteers + 3ON | All Areas | Per floor plan. 3ON handles stage/AV setup. | |
| -1:30 hrs | 60 min | Sound check & line check | 3ON Entertainment | Main Stage | 3ON sound engineer confirms all channels. | |
| -1:00 hr | 30 min | Volunteer briefing & role assignments | Event Lead | Briefing Area | Review emergency procedures, radio channels. | |
| -0:30 min | 30 min | Final walkthrough — venue ready check | Event Lead | All Areas | Confirm signage, sponsor banners, all stations ready. | |
| -0:15 min | 15 min | MC / Host briefing with Event Lead + 3ON | MC + 3ON Lead | Stage | Confirm script, sponsor mentions, cue words. | |
| DOORS OPEN & ARRIVAL | ||||||
| Doors / Gates Open to Public | All Volunteers | Entry Points | Background music begins (3ON). Greeters at doors. | |||
| Pre-show music / ambient entertainment | 3ON Entertainment | Main Stage | 3ON curated pre-show playlist. | |||
| OFFICIAL PROGRAM | ||||||
| Welcome & Opening Remarks | MC + CC Lead | Main Stage | Welcome guests. Acknowledge sponsors. Introduce program. | |||
| Sponsor Recognition Segment | MC | Main Stage | 🏆 Read sponsor names per hierarchy. Display logos. | |||
| Entertainment Set 1 | 3ON Entertainment | Main Stage | 3ON introduces act. Confirm intro script with 3ON lead. | |||
| Entertainment Set 2 / Headline Act | 3ON Entertainment | Main Stage | 3ON lead manages. Confirm technical rider fulfilled. | |||
| CLOSING & WRAP | ||||||
| 10 min | Closing Remarks & Thank Yous | MC + CC Lead | Main Stage | Thank sponsors, volunteers, 3ON, and all attendees. | ||
| 5 min | Outro music — guests depart | 3ON Entertainment | All Areas | 3ON plays exit music until venue cleared. | ||
| +30 min | 60 min | Teardown & cleanup | All volunteers | All Areas | Equipment packed. Venue restored. 3ON packs stage gear. | |
| Scenario | Action | Who Acts | Code Word |
|---|---|---|---|
| Medical Emergency | Clear area, call 911, activate First Aid volunteer | Event Lead + First Aid | "Code Green" |
| Stage / Audio Failure | 3ON Entertainment Group switches to backup system | 3ON Stage Manager | "Technical Hold" |
| Weather Emergency (outdoor) | Pause event, direct attendees to shelter area | Event Lead + MC | "Take Cover" |
| Security Incident | Security / RCMP called. Clear affected area calmly. | Security + Event Lead | "Code Blue" |
| Program Overrun (>15 min late) | MC shortens transitions. 3ON tightens entertainment sets. | MC + 3ON Lead | "Fast Track" |
| Performer No-Show | 3ON Entertainment Group activates backup act or extends DJ set | 3ON Entertainment | "Plan B" |
Run-of-Show produced by 3ON Entertainment Group in partnership with Cowichan Connects · cowichanconnects.ca