Events
Event Brief
Learn how to create and manage comprehensive event briefs with customizable checklists for your team
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 use in other events.Brief Structure
Section Organization
Prep and Loading
Prep and Loading
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.
Travel to Event
Travel to Event
Contains:
- Venue address with Google Maps integration
- Estimated drive time
- Site contact information
- Parking instructions
- Loading dock details
- Building access information
Setup
Setup
Details:
- Setup duration
- Tip jar policies
- Gratuity information
- Customizable setup checklist tasks
- Equipment placement
- Venue requirements
Service
Service
Covers:
- Service start/end times
- Cart presentation standards
- Disposal policies
- Service extension procedures
- Guest interaction guidelines
- Customizable service checklist tasks
Post-Event Cleanup
Post-Event Cleanup
Includes:
- Cleanup duration
- Departure timeline
- Customizable cleanup checklist tasks
- Equipment breakdown procedures
Return and Unload
Return and Unload
Contains:
- Return navigation
- Expected drive time
- Customizable return checklist tasks
- Restocking procedures
- Equipment maintenance tasks
Checklist Management
Creating Checklists
Each event brief can have multiple checklists to organize tasks for different services and staff. You have three ways to create checklists:Add Default Checklist
Add Default Checklist
Creates a new checklist with standard tasks:
- Navigate to the Event Brief tab
- Click “Add checklist”
- Select “Add default checklist”
- The system creates a checklist with predefined tasks for each section
Default checklists include common tasks like equipment checks, setup procedures, and cleanup items.
Copy from Existing Checklist
Copy from Existing Checklist
Duplicate a checklist from the current event:
- Click “Add checklist”
- Choose from the “Copy event checklist” section
- Select the checklist you want to duplicate
- A new checklist is created with all the same tasks
This is perfect when you need variations of the same checklist or want to create specialized versions for different team members.
Add from Template
Add from Template
Use a saved template to create a checklist:
- Click “Add checklist”
- Browse the “Add from template” section
- Select your desired template
- The checklist is created with all template tasks
Templates are reusable across all events and can be managed company-wide.
Managing Checklist Tasks
Editing Tasks
Editing Tasks
Customize tasks within each checklist section:
- Click on any task to edit its description
- Use markdown formatting for rich text (links, bold, italic)
- Press Enter to save or Escape to cancel
- Tasks automatically sync across all viewers
Tasks are organized into six sections: Prep & Loading, Travel to Event, Setup, Service, Post-Event Cleanup, and Return & Unload.
Reordering Tasks
Reordering Tasks
Drag and drop to reorder tasks:
- Hover over a task to see the drag handles
- Click and drag to reorder within a section
- Changes are saved automatically
- Order is maintained for all staff viewing the brief
Adding New Tasks
Adding New Tasks
Add custom tasks to any section:
- Navigate to the desired section
- Click “Add task”
- Enter your task description
- Use markdown for formatting if needed
- Press Enter to save
Add specific instructions, equipment checks, or client-specific requirements as custom tasks.
Removing Tasks
Removing Tasks
Delete unnecessary tasks:
- Click “Delete” next to any task
- Confirm the deletion
- Task is immediately removed for all viewers
Deleted tasks cannot be recovered. Consider editing instead of deleting if you might need the task later.
Enhanced Tasks with Markdown
Enhanced Tasks with Markdown
Format your with Markdown to add style and links. Here are examples of some of our favorites:Get this:
Need to highlight something important?
Add a helpful link too!
Text Styling
Type this:**Bold text**
Get this: Bold textType this: *Italic text*
Get this: Italic textType this: [Link text](URL)
Get this: Link textExample in Action
Type this:Keep your clear and engaging with these formatting options. For more advanced syntax, check out the Markdown Guide.
Template Management
Creating Templates
Creating Templates
Save successful checklists as reusable templates:
- Select the checklist you want to save
- Click “Checklist options” → “Save as template”
- Enter a descriptive template name
- Click “Save Template”
Use descriptive names like “Wedding Reception Setup” or “Corporate Event Cleanup” to make templates easy to find.
Managing Templates
Managing Templates
Edit and organize your template library:
- Templates are available company-wide
- Delete outdated templates by clicking the trash icon
- Edit your default checklist template from “Checklist options” → “Edit defaults”
- Templates sync across all team members
Deleting a template doesn’t affect checklists already created from that template.
Company-Wide Templates
Company-Wide Templates
Templates benefit your entire organization:
- All team members can use company templates
- Standardize procedures across events
- Maintain consistency in service quality
- Update templates to improve all future events
Multiple Checklist Workflow
Organizing Multiple Checklists
Organizing Multiple Checklists
Use multiple checklists to organize complex events:
- Create role-specific checklists (e.g., “Lead Barista”, “Setup Crew”)
- Create service-specific checklists (e.g., “Drip Coffee Bar”, “360 Photo booth”)
- Use descriptive names for easy identification
- Click checklist names to switch between them
Editing Checklist Names
Editing Checklist Names
Rename checklists for better organization:
- Click on the selected checklist name
- Edit the name inline
- Press Enter to save or Escape to cancel
- Names update immediately for all viewers
Use names like “Barista Tasks”, “Manager Checklist”, or “Premium bar cart” to clearly identify each checklist’s purpose.
Removing Checklists
Removing Checklists
Delete unnecessary checklists:
- Select the checklist to delete
- Click “Checklist options” → “Delete checklist”
- Confirm the deletion
You cannot delete the last remaining checklist. Each event brief must have at least one checklist.
Sharing and Access
Distribution Options
Sharing Methods
Sharing Methods
Dynamic Updates
Dynamic Updates
The event brief automatically updates when you modify:
- Timeline changes
- Staff assignments
- Special instructions
- Contact information
- Add-on services
Best Practices
Event Brief Management
- Share briefs well in advance of event day
- Verify all sections are complete
- Double-check contact information
- Update special instructions as needed
- Confirm staff have accessed the brief
- Use markdown formatting in tasks for better clarity and organization
Checklist Best Practices
Effective Checklist Creation
Effective Checklist Creation
- 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
Team Collaboration
Team Collaboration
- 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
Continuous Improvement
Continuous Improvement
- 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
Quality Assurance
Quality Assurance
- 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
Next Steps
After creating event briefs with checklists:- Review timeline details
- Manage staff assignments
- Configure task defaults
- Monitor brief access and checklist completion
- Gather team feedback on checklist effectiveness
- Save successful checklists as templates for future events