Production Assistant
WELCOME TO THE PA PORTAL!
As a Production Assistant, you’re the go-to person on event day, operating as the bridge between the band and the planner. You help keep everything running smoothly by handling logistics, solving problems on the fly, and making sure everyone’s in the loop. This portal has everything you need to feel confident and prepared.
QUICK LINKS & REFERENCE
WARDROBE GUIDE
Professional Appearance
A polished appearance is expected. Outfits should be suitable to the specific tone and formality of the event, ensuring the Production Assistant blends in rather than stands out. All black is often preferred and sometimes required. Appropriate dressy black options include:
Black suit
Black dress
Black slacks with a black blouse
There may be rare occasions that require something different, but that would be communicated in advance.
ALCOHOL & CONTROLLED SUBSTANCES POLICY
Production Assistants follow the same policies as Band members and techs:
Corporate Events – No Alcohol
Alcohol is strictly prohibited. Many corporate clients have zero-tolerance policies, and violations can damage relationships and credibility. No exceptions without written approval.
Weddings – Discreet, Off-Stage Only
Alcohol is not provided by DBE. If consuming a personal beverage:
No visible bottles, cans, or branding
Never drink in view of clients, staff, or guests
Use discreet, non-clear cups
No alcohol on stage or during performances
Failure to follow these rules may result in removal from future gigs.
Bus Gigs & Travel
Alcohol may be consumed on the bus or in private lodging, but must stay in those areas. Do not bring alcohol into venues unless permitted under wedding guidelines.
Controlled Substances – Zero Tolerance
Use or possession of any controlled substances (including marijuana) is strictly forbidden at events or in company vehicles/lodging.
Violations will result in immediate termination.
TRAINING MATERIALS
TRAINING TABLE OF CONTENTS
GENERAL TRAINING INFO
JOB DESCRIPTION
Liaison to Planner/Client
The Production Assistant is the main point of contact between the event planner and the band on the day of the event. They keep everything running smoothly by managing logistics, anticipating needs, solving problems, and keeping all parties informed.
Support to Musicians
The Production Assistant helps the band focus on performing by handling logistics, answering questions, and solving issues on site. They anticipate and address band needs, including:
Providing water and coordinating meal times
Locating and managing the green room space as a comfortable home base
Ensuring costume pieces are delivered to and organized in the green room
Assisting with minor wardrobe fixes (safety pins, fashion tape, lint roller)
Monitoring and helping maintain a clean, clutter-free stage area throughout the event by removing any trash and ensuring the performance space looks professional and inviting
Commitment to Excellence
Production Assistants represent the DBE brand. Their presence should make things easier for both the client and the band. The best Production Assistants stay ahead of the curve, reduce stress, and are always asking, “How can I help make this better?”
Role Expectations
Serve as the main point of contact between the planner and the band
Keep the timeline on track and manage transitions (speeches, first dances, band breaks)
Communicate clearly and quickly with all parties
Stay calm under pressure and solve problems in real time
Represent DBE with professionalism and confidence
Be organized, detail-oriented, and punctual
Be approachable and client-facing
Step into a leadership or support role as needed
PROFESSIONALISM STANDARDS
PAs represent DBE and should reflect our high standards through appearance, attitude, and actions. Stay positive, professional, and client-focused; every interaction shapes the DBE experience.
Communication Etiquette
Clear, respectful communication is essential to keeping everyone aligned and the event running smoothly. Production Assistants are expected to represent DBE with professionalism in every interaction, whether with clients, planners, musicians, or venue staff.
Communicate clearly, respectfully, and promptly with all parties, including planners, band members, venue staff, clients, and guests.
Listen actively and confirm understanding before responding.
Relay updates and changes accurately and efficiently.
Being Proactive & Calm Under Pressure
Events can be unpredictable, and the Production Assistant plays a key role in keeping things on track. Staying calm, observant, and solution-oriented helps prevent small issues from becoming major disruptions.
Production Assistants should adopt a “yes” mentality; the answer is never “no.” If something cannot be done, calmly and politely explain why due to logistical reasons and immediately present an alternative solution.
Anticipate potential issues before they arise and address them calmly and confidently.
Stay composed during unexpected challenges or last-minute changes.
Take initiative by asking, “What can I do to make this better?”
De-escalation
When tension arises, the Production Assistant’s ability to stay calm and grounded can help preserve the overall experience for clients and the team. A thoughtful, empathetic response often prevents small issues from escalating further.
Handle conflicts or tense situations with empathy and patience.
Use calm, measured language to defuse misunderstandings.
Seek assistance from the band leader when necessary.
TEAM COMMUNICATION & CONNECTING
WTG ONBOARDING
All Production Assistants should be fully onboarded in WTG. CLICK HERE FOR WTG TUTORIALS.
GREENLIGHT EMAIL
A Green Light email is sent prior to every single gig. This acts as a reference point for all gig information as well as a confirmation of details. After Receiving the Greenlight email, Production Assistants should:
Review all attached documents and WTG event details.
Review the gig Google Drive folder.
Become familiar with gig details
Travel logistics (if applicable)
Timeline
Costume assignments
Set list
Any additional notes
Confirm receipt of the greenlight email to Operations Specialists - Danielle or DJ Phillips.
Ask any questions as soon as possible.
RAMP UP CALLS
A1, Lead Vocalist, Band Leader, and PAs are invited to our weekly ramp up call on Tuesdays at 2:00 PM CST where we discuss the gigs coming up.
ON SITE RESPONSIBILITIES
ON SITE CHECKLIST
While on-site, Production Assistants are expected to follow and complete the onsite checklist.
ARRIVAL & CHECK IN
PRIOR TO ARRIVAL
Production Assistants should reach out to their main point of contact (found in the Green light email, WTG, and final questionnaire) with a quick text:
Hi, I’m INSERT! I’ll be your DBE point of contact for today. I’ll be arriving on site with the band at INSERT. Let me know if you need anything before then!
Prior to arrival, Production Assistants should be available to the band and tech team to clarify any questions, if needed.
CHECK-IN
Production Assistants should arrive on site when the band arrives. Upon arrival:
Locate the greenroom and direct the band towards it.
Touch base with the band leader and MC or designated point person on site.
Confirm that the wardrobe has been placed in the greenroom by the tech team.
Check in with the event planner or venue contact.
Initiate a meeting with planner, band leader, and MC to:
Confirm logistics and any last-minute updates.
Check over the timeline and run of show.
Confirm dinner time and plan for the band.
BAND SUPPORT
COSTUME ASSISTANCE
The Production Assistant plays a supportive role in managing costume needs on site, assisting regularly with minor issues and ensuring costumes are organized throughout the event.
Assist with minor costume issues such as securing loose buttons, offering safety pins, or addressing wardrobe malfunctions
Facilitate use of the costume “emergency kit,” including fashion tape, safety pins, and lint rollers when available.
Ensure all costume pieces are returned to the correct hangers and placed back on the rack before leaving the venue.
The tech team is responsible for the clothing rack load-in and load-out.
TIMELINE MANAGEMENT
Production Assistants should keep a close eye on the timeline and overall flow of the event.
Ensure all necessary materials (WTG info, timelines, costume notes) are accessible for quick reference.
Monitor the event timeline closely.
COMMUNICATION WITH THE BAND
Clear, proactive communication with the band is a core part of the Production Assistant’s role. Keeping the musicians informed helps the event run smoothly and ensures the band can stay focused on delivering a great performance.
When appropriate for the event, Production Assistants will use the A1 talkback mic (aka “magic mic”) to relay cues clearly and promptly without disrupting the guest experience.
Communicate upcoming transitions (speeches, special dances, band breaks) to the band, as needed.
Proactively alert the band to any timing adjustments, delays, or changes to the run of show.
Monitor the energy and pacing of the event and keep the band aware of when key moments are approaching.
If the A1 mic is unavailable, communicate via the band leader or discreet in-person updates.
ADDITIONAL SUPPORT
The Production Assistant plays a key role in creating an environment where the band can perform at their best by anticipating their needs, handling logistics behind the scenes, and quickly resolving any issues that could disrupt the show.
Anticipate band needs such as water, breaks, and any on-site adjustments.
Assist with quick problem-solving to avoid performance disruptions.
Help maintain a professional and calm atmosphere.
HOSPITALITY LEADERSHIP
PLANNER/CLIENT LIASON
The Production Assistant acts as the vital communication bridge between the event planner, venue staff, and the band to keep everyone aligned and the event running smoothly.
Serve as the main communication link between the event planner, venue staff, and the band throughout the event.
Relay any changes or client requests promptly and clearly.
Help manage client expectations and ensure a seamless experience.
Assist with any staging or space logistics to keep the event running smoothly.
POSITIONING & PRESENCE
A Production Assistant should remain visible, accessible, and aware throughout the event. The goal is to be close enough to respond quickly without being in the way or distracting from the performance.
Stay side stage during key transitions (grand entrance, speeches, first dances, etc.) to relay cues and monitor timing.
Position near the band or planner as needed to stay in the loop and respond to requests in real time.
Use the green room or backstage areas for breaks.
When a meal is provided, it's appropriate to eat with the band during the designated meal time.
Avoid being on the dance floor, in guest spaces, or in any area that could distract from the client experience.
PHOTOGRAPHY
POLA-PACK
The Polapack adds a special, unexpected touch that delights planners and clients alike, setting DBE apart by showing extra care and attention.
Use the Polapack (polaroid camera) to take a photo of the band before the gig starts.
Tape the photo to the provided DBE notecard and write a personalized note.
Alternatively, the band leader can write the note
Leave the card unsealed.
Deliver the finished Polapack card directly to the planner for them to give to the client.
SOCIAL MEDIA
Production Assistants may be asked to capture and post behind-the-scenes content to support DBE’s social media presence. This should always be done with discretion and professionalism.
If asked to post to Instagram, Production Assistants will be granted access to the account prior to an event.
Only capture content when it does not interrupt responsibilities or detract from the client or band experience.
Focus on short video clips or candid moments that showcase the band, staging, atmosphere, or guest energy.
Be mindful of client privacy and any restrictions noted in the gig details.
POST-GIG WRAP UP
Once the event concludes, the Production Assistant plays a key role in sharing feedback with the DBE team that helps improve future events.
BEFORE LEAVING
Check in with the planner to thank them and see if there’s anything else they need before departure. This small gesture helps reinforce the DBE standard of service.
Be sure to deliver the photo and personalized card from the Polapack, if it hasn’t been delivered already.
Touch base with the band leader to ensure load-out has started smoothly and confirm that there are no remaining needs.
Collect any DBE-owned materials (e.g., Polapack, extra supplies, QR code signs, etc) and confirm where/how they should be returned.
Check that the greenroom is left tidy and cleaned up, and all personal belongings are collected.
AFTER THE GIG
Complete the short gig recap form within 24 hours of the event.
Share any immediate concerns, challenges, or client feedback directly with Danielle
If requested, participate in a brief debrief with the band leader or DBE team.