Which documents to prepare for each event venue

Start with the documents that apply to the venue

At a multi-venue event, each space has information that applies throughout the day: planned equipment, system layouts and useful crew instructions. Collecting it by venue helps distinguish shared information from details about a particular artist or session.

A speaker-specific technical sheet belongs with the session; the theatre floor plan belongs with the venue. This distinction makes it easier to find the right document and update the schedule.

Eight useful categories for organising files

• Equipment lists: equipment planned for the venue, with clear descriptions and an identifiable version.
• Electrical single-line diagrams: documents prepared by qualified professionals, made available to the people who need them. The portal stores files; it does not check their correctness or compliance.
• Audio diagrams: connections, inputs, outputs and audio system details.
• Video diagrams: sources, destinations and planned connections for projection, monitors and live relays.
• Lighting diagrams: layout and references for the lighting design.
• Floor plans and layouts: plans that help people find their way around the stage, control position and working areas.
• Technical riders: requirements relevant to the venue; when they apply to a single session, also attach the document to the correct context.
• Other: useful documents outside the categories above, with particularly clear filenames.

Give files recognisable names

A filename such as “diagram_final_latest.pdf” does not tell you which venue it concerns. Use a simple convention instead, for example Modena_Theatre_AudioDiagram_2026-09-13.pdf.

Include the venue, document type and date or revision. When replacing a version, check which one should remain available to the crew. Two almost identical files can create doubt just when a quick answer is needed.

Also check that the document is readable on a phone and has no blank pages, rotated scans or details too small to interpret.

How to upload them to CronoVent

1. Open the venue and choose “Edit venue”.
2. Scroll to “Venue documents”.
3. Choose the category for the new files and select the documents.
4. If needed, change individual file categories or remove items that do not belong.
5. Press “Salva location” (Save venue) to confirm.

Each file can be up to 4 MB. You can add up to 8 MB of new documents per save and keep up to 50 documents per venue. To upload more, save the files you have already selected first.

What the crew sees

In “My venue”, “Venue documents” opens the list grouped by category. Each file shows its name, size and a “Download” action.

Documents are accessible to anyone who can view that venue, including people with read-only event access. Before uploading, choose material suitable for that audience and check for unnecessary private contact details or confidential information.

On phones, long filenames wrap and the download button stays separate. For a complete check, open the technician view after saving the documents.

A check before the working day

• Is each file attached to the correct venue?
• Is the version to use clearly identifiable?
• Are session-specific attachments in the session details?
• Does the crew have the link and know where to open the documents?
• Can files be read and downloaded on the device that will be used?

To fit these documents into a complete production workflow, also read how to prepare a festival production schedule.