The SROAST Pre-Production Checklist (2026)

How to use this checklist

This is the working checklist we run on every concert and festival in Thailand and Southeast Asia. Forty-six items across seven streams. T-180 to show day, dated.

Three rules for the checklist to actually work:

1. Every item has a named owner. Not “production team” — a person.
2. Every item has a hard deadline. T-90, T-30, T-7 — not “soon”.
3. Every item has a check criterion. “Confirmed” is not a check criterion. “Signed contract on file” is.

If your version of this checklist does not have those three on every line, it is a wish list. Wish lists do not produce shows.

Stream 1 — Legal and licensing

• T-180. Identity confirmed: who is the contracting Thai entity? Required for every other stream. Owner: producer.
• T-180. Alcohol-license verification with venue confirmed before signing. Owner: producer.
• T-100. Non-immigrant B visa and work-permit applications opened for the full touring party as a group. Visas first; work permits filed after. Owner: legal lead.
• T-90. Music and IP licensing path confirmed (MCT performance rights, master rights where applicable). Owner: legal lead.
• T-90. Customs broker engaged, manifest pre-cleared against ATA Carnet or temporary-import path (large-scale shows and festivals only). Owner: production manager.
• T-60. Event license filed with district office. BMA-zoning sign-off requested (non-dedicated event spaces only). Owner: legal lead.
• T-30. Curfew variance, if needed, signed by precinct. Owner: legal lead.

Stream 2 — Venue and contracts

• T-180. Venue contract signed and invoice issued. Backup venue identified for high-risk dates. Owner: producer.
• T-90. Vendor contracts top-tier (stage, sound, light, video, power, security) executed — no later than T-90. Owner: production manager.
• T-60. Hospitality, transport, catering, signage contracts executed. Owner: production manager.
• T-30. Insurance certificates collected and verified. Owner: producer.
• T-7. Final venue walk-through with vendor leads. Owner: production manager.

Stream 3 — Talent advance

• T-180. Artist contract executed. Deposit schedule confirmed. Owner: producer.
• Upon signing. Tech rider and hospitality rider requested and first audit against site capability completed. Owner: production manager.
• T-90. Advance schedule sent to artist’s TM. Owner: production manager.
• T-60. Travel and accommodation booked for touring party. Owner: hospitality lead.
• T-30. Day-sheets and runner schedule drafted. Owner: production manager.
• T-7. Final advance call with TM. Day-of comms tree confirmed. Owner: production manager.

Stream 4 — Production and vendors

• T-180. Run-of-show outline drafted. Owner: producer.
• T-120. Detailed run-of-show authored, with named decision-makers and weather/contingency thresholds. Owner: producer.
• T-90. Stage layout drawn against fire and exit codes. Audience flow plan confirmed. Owner: production manager.
• T-90. Power load math confirmed against vendor capability. Backup generator capacity verified. Owner: production manager.
• T-60. Security plan drafted with named lead. Crowd-safety protocols documented. Owner: security lead.
• T-60. Medical bay plan confirmed. Triage capacity calculated against attendance and tropical-heat factor. Owner: medical lead.
• T-30. All vendor contracts confirmed with day-of contact name and number. Owner: production manager.
• T-7. Build week schedule distributed. Show-day call sheet drafted. Owner: production manager.

Stream 5 — Marketing

• Before act signing. Audience profile confirmed. Owner: marketing lead.
• Before act signing. On-sale assets approved. Phased on-sale waves designed. Owner: marketing lead.
• Upon act signing. Creative brief out to design and content team. Owner: marketing lead.
• After act signing. Channel plan confirmed (paid social, search, OOH, influencer, PR). Marketing brief drafted. Owner: marketing lead.
• T-90 at latest. Marketing strategy in execution — ads live, PR publications, media. Owner: marketing lead.
• Once advertising started. Marketing tracking dashboard live. Daily optimisation cadence in effect. Owner: marketing lead.

Stream 6 — Ticketing

• Before act signing. Pricing model confirmed across tiers. Owner: ticketing lead.
• T-150. Ticketing platform and fees confirmed. Owner: ticketing lead.
• Before announcement. Platform configured and tested. On-sale waves scheduled and locked. Presale codes generated. Comp policy drafted. Owner: ticketing lead.
• During sales. Daily sales reporting cadence active. Repricing or release decisions scheduled. Owner: ticketing lead.
• T-7. Day-of scanning plan confirmed. Box-office staffing locked. Owner: ticketing lead.

Stream 7 — Settlement and post-show

• Before sales launch. Settlement model locked with all parties. Owner: producer.
• Show day. Daily reconciliation begun. Owner: finance lead.
• T+7. Initial settlement draft circulated. Owner: finance lead.
• T+15. Final audited settlement delivered. Owner: finance lead.
• T+30. WHT remitted to Revenue Department. Tax certificate delivered to artist’s home counsel. Owner: legal lead.
• T+30. Lessons-learned report drafted. Items added to next-event checklist if relevant. Owner: producer.

Download

A structured .csv and .pdf version of this checklist — one row per item, with owner, deadline, check criterion and stream — will live here when the SROAST tools microsite ships. Until then, this article is the canonical source. Copy it, adapt it, use it.