New Event Inquiry
- 1Planner fills out event brief on the website
- 2System creates a project folder and assigns a technical lead
- 3Automated email sends a calendar link for a site survey
- 4Internal notification alerts the shop manager of potential dates
Systems for Production Firms
Centralized Systems for Audio Visual Production Teams
Audio visual companies earn their income through equipment rentals and technical labor for live events and permanent installations. Margin erosion typically occurs during the back and forth of equipment sub-rentals, last-minute crew changes, and unbilled overtime during a hectic load-out.
Events & Entertainment
- Production Lead Capture
- Automated Quote Follow-Up
- Digital Crew Portals
- Mobile Change Orders
- Client Approval Portals
Also for: Audio Visual Companies
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
A prospect submits details regarding event dates, venue location, and general technical requirements.
- 02
Site Survey
The technical director visits the venue to assess power drops, rigging points, and line of sight.
- 03
Quote and Design
A formal proposal is generated including the gear manifest, labor hours, and CAD drawings.
- 04
Booking
The client signs the rental agreement and pays a deposit to secure the equipment and crew dates.
- 05
Pre-Production
The shop team pulls the gear and prepares the racks while the project manager finalizes the crew call.
- 06
Load-in
Equipment is delivered and installed, followed by sound checks and video wall calibration.
- 07
The Show
Technical staff operate the consoles and manage the stage during the live event.
- 08
Strike
The team tears down the rig and returns equipment to the warehouse for inspection.
- 09
Reconciliation
Final billing is processed, accounting for any added labor hours or damaged items.
Where it leaks
Common problems for av companies.
01
Inventory Confusion
Tracking specific serial numbers across multiple simultaneous shows often leads to double-booking critical components like mixers or projectors. Without real-time visibility, owners frequently pay for expensive sub-rentals from competitors to cover their own shortages.
02
Labor Scheduling Gaps
Managing a mix of full-time technicians and 1099 freelancers via text and email causes communication breakdowns. Missing a single A1 or V1 for a morning call can jeopardize the entire production and damage the company reputation.
03
Scope Creep
Clients often request additional monitors or microphones once the onsite team arrives. If these additions are not documented and billed in the field, thousands of dollars in rental revenue vanish by the time the strike is complete.
04
Slow Quote Turnaround
Drafting complex technical riders and equipment lists manually takes hours of a senior engineer time. Delays in getting a professional proposal to an event planner often result in losing the contract to a more responsive firm.
05
Post-Show Billing Delays
Waiting weeks to reconcile crew sheets and damaged gear reports stalls cash flow. Manual invoicing processes often miss reimbursable expenses like parking, per diems, or specialized rigging supplies.
What LATTICE can build
Systems built around how you work.
Production Lead Capture
Custom forms capture venue specs, attendee counts, and technical needs immediately, routing them to the right project manager.
Automated Quote Follow-Up
Systematic reminders ensure that event planners review your technical riders and sign contracts before equipment is committed elsewhere.
Digital Crew Portals
Centralized access for technicians to view call times, load-in schedules, and venue maps without endless group chats.
Mobile Change Orders
Allow onsite leads to document added gear or labor hours on a tablet, triggering an immediate update to the final invoice.
Client Approval Portals
A professional interface where clients can view CAD designs, sign off on gear lists, and pay deposits securely.
Post-Show Feedback Loops
Automated requests for reviews from event planners and venue managers once the gear is back in the warehouse.
Missed Call Receptionist
An AI assistant handles incoming inquiries during show hours when the entire office team is onsite or in the shop.
Example systems
What it looks like in practice.
Onsite Scope Increase
- 1Technician logs a request for two additional stage monitors
- 2System sends a quick SMS approval to the client for the price increase
- 3Client taps to approve and sign digitally
- 4The final invoice is automatically updated to reflect the new rental line item
Post-Event Wrap
- 1Strike team marks the project as complete in the portal
- 2System sends the final invoice including all verified onsite additions
- 3A request for a professional testimonial is sent 48 hours later
- 4Project data is archived for easy duplication for next year's event
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from av companies
How does this handle freelance crew communication?
The system centralizes all show details, call times, and technical riders in a secure portal. Freelancers receive automated SMS updates for any schedule changes, ensuring everyone is looking at the most current version of the run-of-show.
Can we manage both rentals and permanent installations?
Yes. The workflows can be bifurcated to handle the fast-paced nature of live events and the longer-term project management required for commercial AV integrations and build-outs.
Will this help with collecting deposits from new clients?
Absolutely. You can set the system to require a signed contract and a specific deposit amount before a project is moved to the pre-production stage, protecting your cash flow and equipment availability.
How do we track equipment issues or repairs?
The system allows crew members to flag specific items during strike that need shop attention. This creates a maintenance task automatically so that broken cables or blown speakers are not sent out on the next show.
Can it integrate with our existing technical design process?
While LATTICE handles the business and communication side, you can easily attach your CAD drawings, signal flow diagrams, and equipment manifests to the client record for a centralized source of truth.