Rigging · Project coordination
Hotel rigging: access, documents, and project changes
Before load-in, confirm the equipment route, each vendor’s working window, and the drawing revision the crew will use. Keeping those agreements together helps production, the hotel, and vendors coordinate access and changes using the same information.
Check the route against the planned packages
Ask the supplier for external dimensions and documented masses for each package and any separately delivered components. Show the proposed route from the dock to the final position, including doors, turns, and a service elevator where applicable.
The hotel must confirm the permitted route and conditions for the actual elevator. Its nominal capacity alone does not authorize that move. Mandalay Bay’s August 2025 policies distinguish passenger-elevator use from freight transport.
Coordinate working windows with the other teams
Separate delivery, room access, the rigging provider’s work, audiovisual installation, rehearsal, and public opening. Record dependencies and who confirms each space is available. Include catering, cleaning, and other crews using the route.
Ask the responsible teams for their work-area separation and circulation plan. The worksheet coordinates times and responsibilities; lifting and work at height belong to the competent team and its specific work plan.
Separate vendor and project documents
Create two lists: vendor administrative documents requested by the hotel, and technical documents for the proposed assembly. For each file, record issuer, revision, recipient, required date, and receipt or acceptance status. Keep certificates and sensitive information in the private project record.
Request the hotel’s current requirements and clarification of any conflicting documents. If a certificate of insurance (COI) is required, also confirm that the venue has accepted it for the planned scope. Insurance acceptance and installation review are separate steps. GLMedia can coordinate documentation for the agreed services.
Resolve drawing-review comments
Respond to each comment with the change made, the file that shows it, and the person who needs to review it. When resubmitting the drawing, identify the version it replaces and ask for a response stating what is authorized and which conditions remain open.
Submitted, received, under review, returned with comments, and authorized are different states. A partial response, accepted quote, or lack of comments does not resolve outstanding technical issues.
Reopen review when the assembly changes
Record added items and changes to position, size, material, schedule, or room configuration. Send the revised drawing and list to the relevant reviewers. Keep their response before treating the change as confirmed.
Encore requires advance notice of adjustments or additions to flown systems and provides for further review of drawing changes. For your event, agree on the change channel and who distributes the current version to all teams.
Frequently asked questions
Can we hold working windows while details are outstanding?
Ask for tentative windows and the conditions for confirmation to be identified. Track scheduling and technical authorization separately.
What if two hotel documents disagree?
Send both to the responsible contact and request written clarification of which applies to the event and contracted scope. Keep the clarification with the versions.
Who tells the crew when a revised drawing arrives?
Assign a production contact to distribute the drawing and record which teams received the revision. Also identify who is responsible for authorizing it.