01
Pre-Production Sign-Off Checklist
Nothing moves to load-in until every box is checked
Venue & Space
Venue contract fully executed
Hotel block secured
Hotel block details distributed to designers, models & staff
Hotel block cut-off date tracked
All permits issued & on file
Event liability policy active
Liquor liability confirmed (if applicable)
ADA compliance confirmed with venue
Venue floor plan received from venue
Floor plan approved by venue, fire marshal & producer
Floor plan distributed to all vendors
Load-in schedule confirmed with venue
Emergency plan filed with venue
Technical Production
Technical production plan (lighting, AV, power) approved by venue
Set design drawings approved
Music track finalized & licensed
All production AV files received and pre-show tested
Expressions of Interest
EOI — Designer posted
EOI — Model posted
EOI — Press posted
EOI — Intern posted
EOI — Performer posted
Marketing & Collateral
Designer deck built
Sponsor deck built
Ticketing set up and live
Event social media calendar created
Countdown posts scheduled
Event hashtag confirmed
Live coverage team assigned
Designers listed on event website
Sponsors listed on event website
Ticket link live on website
All signage designed, approved & printed
Step-and-repeat printed & hardware confirmed
Invitations sent; RSVP deadline passed
Production bible printed, tabbed & distributed
Show Program
Designer onboarding content collected
Program guide designed
Program guide QR code generated
Program guide webpage live
QR code added to ticketing
Sponsors
All sponsor contracts signed
Sponsor logos approved & placed on all materials
Sponsor activation space confirmed on floor plan
Sponsor payment received
VIP swag assembled & delivered to venue
Personalized VIP inserts / notes completed
Designers
Designer contract signed
Designer invoice issued
Designer invoice paid
Designer onboarding completed
Designer social media announcement posted
Designer added to ticketing
Designer team registration complete
Designer team registration approved by designer
Designer profile content received
Model casting requirements submitted
Model casting approved
Fitting time requested & confirmed
Registered photographer confirmed
Registered videographer confirmed
All fittings complete
Look list & walk order final
Quick-change map timed & rehearsed
HMU concept test approved
Models
Model contract signed
Model onboarding complete
Model measurements & comp card on file
Model transport confirmed
Performers
Performer contract signed
Performer onboarding complete
Performer transport confirmed
Press
Press invitation sent
Press registered
Press kit sent
Press accreditation submitted to CFDA
Press check-in area confirmed
Post-show asset submission deadline communicated
Interns & Staff
Intern positions assigned
Intern team in place
All intern onboarding complete
Staff positions filled
Staff briefing scheduled
Walkie talkies / comms distributed
Guests & Credentials
Seating chart finalized & printed
Badges designed, printed & sorted by tier
Lanyards & credential hardware on-hand
Contracts & Legal
All vendor contracts signed
COIs collected from every vendor
NDAs signed by all backstage crew
Model releases collected
Vendors & Hospitality
Caterer confirmed and menu approved
Floral confirmed
Rental company confirmed (tables, chairs, linens)
VIP lounge setup confirmed
Greenroom / backstage hospitality arranged
MC / host confirmed and briefed
House Photographer & Videographer
House photographer identified
House photographer contract signed
House photographer briefed on shot list
House videographer identified
House videographer contract signed
House videographer briefed on coverage requirements
Delivery format & timeline agreed in writing
Model & talent releases in place for all coverage
Logistics & Crew
Final ROS distributed to all dept heads
Crew call sheets sent & confirmed
Security briefed; guest list & access zones delivered
Medic / first aid on-site arranged
Services
Production consultation complete
Contract reviewed & executed
Collaboration identified
Collaboration agreement in place
Social media assets created
Social media assets delivered
AV production complete
02
Master Pre-Production Timeline
Work backward from show date — NYFW typically books 4–6 months out
| Timeline | Milestone | Owner | Status |
|---|---|---|---|
| 6 months out | Initial client brief & show concept approved | Producer + Designer | Critical path |
| 6 months out | Venue shortlist, site visits, LOI issued | Producer | Critical path |
| 5 months out | Venue contract signed & deposit paid | Producer + Finance | Critical path |
| 5 months out | Master budget drafted & client-approved | Producer | Critical path |
| 5 months out | CFDA NYFW slot application submitted | Designer / PR | Critical path |
| 4 months out | Event layout / floor plan drafted & approved | Producer | Critical path |
| 4 months out | Sponsorship deck out; outreach begins | Producer + PR | Planning |
| 4 months out | Production designer / scenic vendor hired | Producer | Planning |
| 4 months out | Lighting & AV company RFP sent | Producer | Planning |
| 4 months out | PR agency briefed; press strategy locked | PR + Designer | Planning |
| 3 months out | Lighting design approved; AV contracted | Producer | Planning |
| 3 months out | Sponsor contracts signed; logo lockups approved | Producer + PR | Planning |
| 3 months out | Music director / composer engaged | Producer + Designer | Planning |
| 3 months out | Model agency RFPs; casting strategy confirmed | Casting director | Planning |
| 3 months out | Catering & hospitality vendor contracted | Producer | Planning |
| 2 months out | Badge & credential design brief issued | Producer | Planning |
| 2 months out | All signage designed & submitted to print vendor | Producer + Designer | Planning |
| 2 months out | Guest list strategy locked; seating plan drafted | PR + Producer | Planning |
| 2 months out | All vendor contracts signed; insurance in place | Producer | Planning |
| 2 months out | Casting calls begin; model selects presented | Casting director | Planning |
| 6 weeks out | Scenic / set design finalized & approved | Prod. designer | Planning |
| 6 weeks out | Signage proofs approved; final print run begins | Producer | Planning |
| 6 weeks out | Run-of-show (ROS) first draft circulated | Producer | Planning |
| 4 weeks out | Invitations distributed (print + digital) | PR | Planning |
| 4 weeks out | Badges printed, sorted by tier & packed | Producer | Planning |
| 4 weeks out | VIP swag concept finalized; sourcing confirmed | Producer + PR | Planning |
| 4 weeks out | Music track selections submitted to producer | Music director | Planning |
| 3 weeks out | Final model casting locked; fittings begin | Casting / Stylist | Planning |
| 3 weeks out | VIP swag assembled & ready for delivery | Producer + PR | Planning |
| 2 weeks out | Full production advance call with all vendors | Producer | Planning |
| 2 weeks out | Production bible assembled, printed & distributed | Producer | Planning |
| 2 weeks out | Seating chart finalized; accreditation list sent | PR | Planning |
| 1 week out | Final ROS locked & distributed to all dept heads | Producer | Show week |
| 1 week out | Security briefing; guest list & access zones final | Producer + PR | Show week |
| Day –2 | Load-in begins; scenic build starts; signage installed | Producer on site | Show week |
| Day –1 | Full technical rehearsal (lighting, AV, music) | Producer on site | Show week |
| Show day | SHOWTIME | All hands | Go |
03
Pre-Production: Every Department
The full scope of what must be planned, booked, and approved before load-in day
① Event Layout & Floor Plan
Site survey & venue measurements confirmed
Scaled floor plan drafted (CAD or vector)
Runway position, dimensions & surface defined
Seating: front row, press row, general, standing zones
Camera & photographer pit positions approved
Lighting rig & AV positions laid in to plan
Backstage zone, quick-change areas & model entry/exit
FOH: check-in, registration, coat check, bar
Emergency egress & ADA paths marked
Sponsor activation spaces allocated
Catering & hospitality zone positioned
Approved by: venue, fire marshal, producer, designer
Distributed to ALL vendors — their build bible
Capacity count confirmed against permit limits
② Sponsor Solicitation & Management
Sponsorship deck created (audience, reach, visibility)
Tier packages designed (presenting, gold, silver, in-kind)
Target sponsor list researched & prioritized
Outreach: brands, beauty, beverage, auto, tech
In-kind targets: catering, florals, beauty products
Sponsor contracts negotiated & signed
Logo lockup & brand hierarchy approved by designer
Sponsor logo placement plan: signage, program, digital, set
Sponsor activation space confirmed on floor plan
Asset delivery deadlines enforced (logos, copy, products)
Sponsor VIP seats & credentials allocated
Post-show sponsor recap report planned
③ Credentials & Badges
Tier system defined: Press, VIP, Guest, Crew, Backstage, Vendor
Badge design created — unique per tier, color-coded
Lanyard color system assigned per access level
Badge artwork to print vendor — correct bleed & DPI
Quantity confirmed — always order 10% overage
Badge stock printed, QC'd & counted before delivery
Names pre-printed where applicable (press, VIP)
Blank crew badges for walk-up additions
CFDA press badges coordinated if using CFDA system
Access zones mapped & communicated to security
Badge distribution point established at check-in
Crew badge packets prepared & labeled by department
④ VIP Swag & Gift Bags
Swag concept brief — must reflect show theme & brand
Bag / vessel: box, tote, envelope, custom container
Product sourcing: in-kind from sponsors vs. purchased
VIP tier vs. general guest tier — different contents
Personalized inserts for front-row / key press
Branded tissue, ribbon, sticker — packaging matters
Lookbook or show notes insert designed & printed
Handwritten note cards for VIPs (designer signature)
Quantity = final RSVP count + 10% buffer
Assembly schedule: team, location & timing confirmed
Delivery to venue timed before guest arrival
Sponsor product placement within swag approved
⑤ Event Signage — Designed & Printed
Signage brief: brand guidelines, sponsor logos, tone
Full signage inventory: every sign, size & placement
Exterior: entrance marquee, step-and-repeat / press wall
Step-and-repeat: sponsor logos approved, hierarchy set
Wayfinding: directional arrows, floor numbers, restrooms
FOH: check-in signage, media lane, VIP lane, general entry
Reserved seating: front row name cards
Backstage: dept zone signs, model numbers, quick-change markers
Sponsor recognition signage per contract obligations
Graphic design approved by client before print
Print-ready files: correct DPI, bleed, CMYK color profile
Print proof approved before full run
Hardware: stands, frames, adhesive, hanging hardware ordered
Installation team & timing on load-in schedule
⑥ Production Bible — Printed & Distributed
Master document assembled by producer
Cover: show name, date, venue, producer contact
Master run-of-show (load-in through strike)
Show day run-of-show (minute-by-minute)
Full vendor contact sheet (name, role, mobile, call time)
Full crew contact sheet by department
Model roster: name, agency, look assignments, call time
Look list & walk order
Quick-change map (visual diagram)
Floor plan (scaled, all zones labeled)
Seating chart (FOH with name assignments)
Credential access chart (who goes where)
Emergency contacts & evacuation plan
Sponsor obligations summary
Printed in color, spiral-bound, tabbed by section
One copy per dept head — delivered at advance meeting
Digital PDF distributed (password protected)
Final version only — no drafts on set
Venue & Permits
Site visits & capacity review
Venue contract signed; deposit paid
Load-in / load-out schedule negotiated
NYC Special Events permit (Mayor's Office)
FDNY fire safety permit (pyro, candles, fog)
Liquor license or TLP
DOT permits if street closures required
Freight elevator & dock scheduling
COI delivered to venue
Scenic & Production Design
Hire production / scenic designer
Runway surface material & build specs
Set design CAD drawings & approvals
Backdrop / cyc / scenic elements
Seating risers, bleachers, or banquettes
Floral design brief & florist contracted
Structural engineering sign-off (if required)
Strike plan & material disposal brief
Lighting & AV / Music
Lighting company selected; LD briefed
Lighting plot drawn & venue-approved
Rigging plan & weight load calculations
Power requirements confirmed with venue
AV company contracted; sound system designed
Music director / DJ engaged
Music licensing: ASCAP / BMI / SESAC clearance
Video wall / LED content brief
Live stream setup (platform, CDN, encoding)
Comms system: Clear-Com or radios for crew
Casting & Models
Casting director engaged
Model brief: look, height, size range
Agency outreach & digital submissions
Model measurements collected (fitting cards)
Booking confirmations & agency contracts
Usage rights & model release terms
Walk training / rehearsal scheduling
Opening & closing model locked with designer
Hair, Makeup & Styling
Lead HMU team engaged (key + assistants)
Hair & makeup concept approved by designer
Test shoot on model or cast reference
Product sponsor / brand integrations confirmed
Backstage HMU station layout planned
Look list finalized with designer
Model-to-look assignments confirmed
Fittings scheduled & completed
Quick-change map created & timed
Dresser team contracted (1 per model minimum)
Press, PR & Photography
PR agency briefed; press strategy locked
Invitation design, print & distribution
RSVP platform setup
Press accreditation list to CFDA
Celebrity / VIP confirmations tracked
Media embargo & pre-show comms plan
Official show photographer(s) contracted
Videographer / documentary crew engaged
Camera positions approved with LD
Wire service setup (AP, Getty, WireImage)
Logistics, Hospitality & Insurance
Security company contracted & briefed
Transportation: model shuttle, VIP car service
ADA accessibility audit & accommodations
First aid / medic on-site arrangement
Emergency evacuation plan filed with venue
Pre-show reception concept & bar setup
Catering vendor contracted; dietary restrictions tracked
Event liability insurance ($5M+ for NYFW)
COIs collected from all vendors
NDAs signed by all backstage crew
CFDA membership & official schedule listing
Pre-production notes Saved
01
Run of Show
Hour-by-hour from load-in through strike — edit to match your show
02
Day-Of Show Checklist
From load-in through doors open — nothing gets skipped
Load-In
Producer on site — venue walk complete
Scenic build complete
Technical production setup complete
Sound check complete
Lighting focus complete
Signage deployed
Step-and-repeat installed and positioned
Red carpet area set up
Pre-Show
Check-in table set up
Registration materials in place
Badges and credentials at door
Gift bags / swag staged at check-in
Press check-in area set
Photographer and media crew in position
Security briefed and in position
Model check-in complete
Designer check-in complete
Garments delivered and checked in backstage
HMU stations set up backstage
Entertainer check-in complete
Entertainer mic check complete
Runway rehearsal complete
All dept heads on comms / radio
Final headcount — go / no-go decision made
Strike
Guest clearance complete
Strike begins — all vendors on load-out
Load-out complete
Venue walk with venue contact
Damage documented
Keys / access cards returned
People's Choice Voting
People's Choice website activated
Participants added to voting
People's Choice social media posted
People's Choice website deactivated
Production / show day notes Saved
01
Immediate Post-Show: 0–48 Hours
The show ended. The work hasn't.
Strike & Load-Out
Strike begins immediately after guest clearance
Load-out sequence: scenic → lighting → AV → props
Garment inventory — every piece accounted for
Rental items checked & returned
Venue restore — return to original condition
Damage walk-through with venue contact
Producer sign-off; receipt of deposit return
Media & Press (First 24 hrs)
Wire images (AP, Getty, WireImage) transmitted
Official show images to PR for embargo lift
Designer post-show interviews published
Live stream VOD uploaded & linked
Social media recap published across all channels
Press release distributed to editorial contacts
Look images distributed to buyers & trade press
Financial Close-Out
All vendor final invoices collected
Petty cash receipts reconciled & submitted
Overtime hours documented & approved
Final cost report: actuals vs. budget
Variance analysis — what went over and why
Client final invoice issued
Vendor payments processed per contract terms
Venue deposit return confirmed
Sponsor Post-Show Obligations
Sponsor recap report: attendance, reach, coverage
Sponsor logo confirmed in all published materials
In-kind sponsor products inventoried & returned or used
Sponsor thank-you communications sent
Renewal conversation initiated for next season
02
Post-Production: Full Scope
Weeks 1 through 4 after the show
Photography & Video Delivery
Raw image selects reviewed with designer & PR
Retouching brief issued
Retouched finals delivered in all required formats
Look-by-look image set for buyers & press
Full-length show video edit delivered
Short-form cuts for social (15s, 30s, 60s, 90s)
Asset library organized & delivered to client
Press, Legal & Archive
Press clip report compiled (print + digital)
Award & best-of submission (CFDA, WWD, Vogue)
Music license compliance — log all public broadcasts
Model release audit — all commercial use cleared
Full project archive: contracts, POs, call sheets, ROS
Vendor contact database updated
Budget actuals archived for future bidding reference
1099-NEC tracking for year-end tax filing
Post-Mortem & Next Season
Client debrief meeting — what worked, what didn't
Producer's internal wrap report
Lessons-learned doc distributed to team
Venue relationships — secure dates for next season
CFDA NYFW calendar — next season submission noted
Preferred vendor list updated
Pre-production for next season initiated
03
Post-Production Close-Out Checklist
The show isn't done until every box is checked
Financial Close-Out
All vendor invoices received & approved
Petty cash fully reconciled
OT charges documented & billed
Final cost report delivered to client
Client final invoice paid
Venue deposit returned
W-9s collected; 1099 list prepared
Asset Delivery
Retouched show images delivered to client
Show video edit approved & delivered
Social media short-form cuts delivered
Press clip report compiled
Live stream VOD published
All raw files archived & backed up
Look-by-look images to buyers
Legal & Compliance
All image usage within licensed rights
Music license log filed
Model releases audited for all commercial use
All vendor contracts closed out
Damage claims resolved
Insurance policy notified of close
Sponsor & Client Wrap
Sponsor recap report delivered
Sponsor thank-you communications sent
Post-mortem delivered to client
Full production archive filed
Vendor database updated
Next season venue dates optioned
Pre-production for next season initiated
Publication
Designer assets received for publication
Publication created
Publication reviewed & approved
Publication published
Cut sheets delivered
Post-production notes Saved
↗
Client Portal Setup
What your client sees when they open their link — branded House Left, their show only
Show code
—
Share this code + the portal link with your client
Open this artifact and copy the URL first, then save this production.
What your client will see — fill this in and it updates live in the portal
Overall show status
Next key date
Producer update to client (visible in their portal — keep professional)
Milestone status — mark what's done for the client view
Portal link
Once you publish the Client Portal artifact, paste that URL here and it will appear in the Copy button above. The portal is a separate artifact — search "House Left Client Portal" in your artifacts or use the link below to open it.
Client portal artifact URL (paste after publishing)
✏
Designers on this Production
Contact details, deliverables, and comms log for each linked designer
✈
Travel & Accommodations
Every person traveling for this production — one place
Travel sign-off checklist
Travel notes Saved
📅
Upcoming Deadlines
Checklist items with due dates — set them by hovering any checklist item
No due dates set. Hover any checklist item and click 📅 to add one.
⏱
Time Tracker
Log your hours, track against budget, flag overtime for approval
Contracted hours (total budget)
Your OT rate ($/hr)
Client / production name
Date
Hours
What you did