Event Equipment and AV Setup Workflow

Start of the Workflow/Process.

Retrieve the core event information (date, venue, and client) from the Event Data Model.

Retrieve the list of all requested AV equipment and quantities from the Event Requirements entry.

Calculate the total electrical wattage required by summing the power consumption of all selected AV items.

Update the status of specific equipment items in the Inventory Data Model to 'Reserved' for the event date.

Create a task for the AV Lead to review the technical requirements and confirm feasibility.

Generate a task for the Logistics Team containing the mandatory setup checklist (cabling, testing, mic checks).

Generate a new entry in the Delivery Manifest model containing the list of items and the scheduled delivery time.

Sum the weight of all items in the manifest to determine the required vehicle capacity.

Create a task for the Warehouse Staff to pack the items according to the manifest.

Send an email to the client confirming that their AV equipment and setup crew are scheduled.

Update the main Event Entry status to reflect that the technical setup has commenced.

Create a task for the technician to perform the final audio/visual test 2 hours before the event starts.

Check the Staff Data Model to ensure the assigned technician is not double-booked.

Send an SMS to the delivery driver with the venue address and time window.

Delete equipment entries from the request if the client has officially cancelled specific line items.

Create a report summarizing the equipment usage, any damages noted, and the final setup efficiency.

End of the Workflow/Process.