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Overview

The Event Brief serves as the day-of-service documentation for your team. It provides a shareable, dynamic document that contains all necessary information for successful event execution, accessible via a public link without requiring a Flashquotes account. Each event brief includes customizable checklists that ensure your staff knows exactly what to pack, what to do, and how to put on a great event. You can create multiple checklists per event and save them as templates to reuse across future events - mixing and matching based on event type, services offered, or team roles.

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Brief Structure

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Section Organization

Includes:
  • Staff assignments with contact information
  • Required equipment list
  • Event description
  • Indoor/outdoor status
  • Dress code requirements
  • Customizable checklist tasks
Special add-ons appear as prominent yellow banners to ensure visibility.
Contains:
  • Venue address with Google Maps integration
  • Estimated drive time
  • Site contact information
  • Parking instructions
  • Loading dock details
  • Building access information
Details:
  • Setup duration
  • Tip jar policies
  • Gratuity information
  • Customizable setup checklist tasks
  • Equipment placement
  • Venue requirements
Covers:
  • Service start/end times
  • Cart presentation standards
  • Disposal policies
  • Service extension procedures
  • Guest interaction guidelines
  • Customizable service checklist tasks
Includes:
  • Cleanup duration
  • Departure timeline
  • Customizable cleanup checklist tasks
  • Equipment breakdown procedures
Contains:
  • Return navigation
  • Expected drive time
  • Customizable return checklist tasks
  • Restocking procedures
  • Equipment maintenance tasks

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Which Line Items Appear on the Brief

Services and add-ons show up on the event brief. “Other” line items don’t.
  • Services (the green box icon on line items) — listed with their quantities under Event services in the brief’s details section
  • Add-ons (the blue box icon with a plus on line items) — listed with their quantities under Add-on services in the details section. Add-ons also trigger a yellow banner at the top of the brief so your team knows to review Prep & Loading closely.
Other line items are just text on the quote. They aren’t tied to a service or add-on, so the brief has nowhere to put them. Quick check: line items with a colored box icon appear on the brief. Line items with a gray dot don’t.
Need to get information to your staff on the brief? Use services, add-ons, event checklists, internal notes on the event (including any attached files), and similar event details — they all flow onto the brief automatically.

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Checklist Management

The default Event brief checklist is copied to each new event. Changes you make on an event affect only that event; they do not change the saved checklist in Settings → Checklists.

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Add a Checklist

Add multiple checklists to an event brief for different services, roles, or crews. Click Add checklist, then choose one of these sources:
Select Add default checklist to make a new copy of the saved checklist marked Default in Checklist Settings.
Choose a checklist under Copy event checklist to duplicate its tasks into a separate checklist on the same event.
Choose a checklist under Add from template to copy one of your company’s saved Event brief checklists to the event.

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Managing Checklist Tasks

Select a task’s description, Qty, or Unit field to edit it. Changes save when you press Enter or leave the field. Press Escape to restore the last saved value.Quantities and units are optional. Enter combinations such as 4 cases, 2 trays, or 0.5 gal. The unit field accepts free text and suggests common or previously used units. The staff-facing brief displays the quantity and unit in a light blue label beside the task.
Use the drag handle to reorder a task within its current stage or move it to a different stage. You can also open the task’s three-dot menu and select a destination under Move to.Tasks are organized into Prep & Loading, Travel to Event, Setup, Service, Post-Event Cleanup, and Return & Unload.
Click Add task in the appropriate stage and enter a description. A description is required; an empty new row is removed when you click away.For fast keyboard entry, press Tab to move from description to quantity, unit, and then the next task. Pressing Tab after the final unit opens a new task row. When a gray unit suggestion appears, Tab accepts it.
Open a task’s three-dot menu and choose Duplicate. The copy appears next to the original and can be edited independently.
Select the trash icon beside a task to remove it from the event checklist.
Deleted tasks cannot be recovered. Deleting a task from an event does not remove it from the saved checklist it came from.
Use Markdown in a task description to add links, emphasis, lists, or headings. For example, [Setup guide](https://example.com) creates a link, and **Important** creates bold text.

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Manage Checklists on the Event

Select a checklist name to view it. Select the active checklist’s name again to rename it, then press Enter to save or Escape to cancel.
To reuse the active checklist on future events, select Checklist options → Save as template, enter a name, and select Save Template.
The saved copy is available company-wide. Later changes to the event checklist and saved checklist remain independent.
Select Checklist options → Edit defaults to open Checklist Settings. There you can create, edit, duplicate, delete, and choose the default Event brief checklist.
Select the checklist, then choose Checklist options → Delete checklist. This removes the checklist and all its tasks from the event.
You cannot delete the last remaining checklist. Each event brief must have at least one checklist.

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Gratuity Visibility

You can control whether staff see the pre-paid gratuity amount on event briefs. By default, the gratuity is shown. Hiding it is useful if you’d rather not disclose tip amounts to staff before an event. This is a company-level setting — changing it affects all current and future event briefs immediately.
Gratuity visibility setting on the event details panel

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How to show or hide gratuity

  1. Open any event from the Event Schedule page
  2. Scroll to the Tip amount field in the event details panel
  3. Below the tip amount, you’ll see a status line — Currently shown on staff event brief or Currently hidden — with a toggle link
  4. Click Hide tip or Show tip
  5. Confirm the change in the dialog
When hidden, the pre-paid gratuity is not shown on the event brief.
This setting applies to your entire company. There is no way to hide gratuity for specific events only.

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Sharing and Access

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Distribution Options

Share the event brief:
  1. Navigate to the Event Brief tab
  2. Copy the “Share link” and send it to your team
Staff can access the brief using the link without logging into Flashquotes.
The event brief automatically updates when you modify:
  • Timeline changes
  • Staff assignments
  • Special instructions
  • Contact information
  • Add-on services

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Best Practices

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Event Brief Management

  1. Share briefs well in advance of event day
  2. Verify all sections are complete
  3. Double-check contact information
  4. Update special instructions as needed
  5. Confirm staff have accessed the brief
  6. Use markdown formatting in tasks for better clarity and organization

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Checklist Best Practices

  • Use clear, actionable language for tasks
  • Include specific quantities and measurements
  • Add time estimates for complex tasks
  • Reference equipment by specific names or model numbers
  • Include safety reminders and protocols
  • Use markdown formatting to add links, emphasis, and structure to tasks
  • Create role-specific checklists for different team members
  • Use consistent naming conventions across events
  • Regularly review and update templates based on team feedback
  • Share successful checklist configurations with your team
  • Save successful checklists as templates after events
  • Update templates based on lessons learned
  • Remove outdated or unused templates regularly
  • Gather feedback from staff on checklist effectiveness
  • Review all checklists before sharing the event brief
  • Test templates with new events to ensure completeness
  • Keep backup copies of critical checklist templates
  • Maintain a master template for standard events

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Next Steps

After creating event briefs with checklists: