The Annex · Monthly Live Session · Production Sheet

The Annex Run of Show

Six phases from lock to publish. Work top to bottom — a phase is not clear until its hard gates are ticked. Ticks and the numbers below are saved in this browser only, so each station keeps its own copy.

Date

Artist

Technical director

A1 (room)

Mix room engineer

Dante round trip

Switcher video delay

Stream target

Who answers for what

TD — Technical director

Switcher and the whole video chain: genlock, camera match and grade, program and ISO records. Calls the shots, and has the last word on stopping records. ISO — isolated per-camera recording, rolling continuously whatever the switcher takes. Not the camera's sensitivity setting.

A1 — Room

Everything audio inside The Annex: patch, line check, the PA the audience hears, monitors and IEMs, and every recording path including the safety stereo.

Mix room engineer

The broadcast mix, dialled off the Dante feed. This is what the stream hears, and it is a different mix from the room — neither should be a compromise of the other.

Camera operators ×4

Framing to the shot plan agreed at load-in. Own their in-camera ISO cards and batteries, including checking space and charge before doors.

Stream op

Encoder, ingest keys, YouTube event, stream health on primary and backup, and chat moderation with somebody actually watching it.

Floor manager

The room. Artist cues and counts, audience wrangling, phones and noise, and clearing the floor before the stream opens.

Label

The non-technical gates: setlist and rights clearance, the artist agreement, and delivering the artist package on time afterwards.

Naming note. On this sheet A1 is the lead in The Annex, and whoever mixes the broadcast is named separately. Some crews use A1 for whoever mixes the output and call the room position FOH — the opposite reading. Settle which convention your crew actually speaks before the first show, then fix the wording here, because a gate only works if one named person knows it is theirs.

0 / 0 complete — gates open

T–7 DAYSLock

Lock the show

Everything that can only be fixed on paper. The rights work in particular has to finish here — a cover discovered at soundcheck is a cover that goes out unlicensed or gets cut in front of the artist.

Setlist received in writing — song titles, writers, and original-or-cover marked for every track.No setlist, no rights clearance, no show. Chase it at T–10 days if it hasn't arrived.
Every cover cleared or cut, decision recorded in writing.Content ID runs on live streams in real time. A hit mutes the broadcast mid-song and lands on the channel, not the video.
Artist agreement signed: what streams, what we keep, what they receive, term and territory.Label
Walk-in and walk-out beds confirmed as original or licensed.Commercial playlist audible in the room is the single most common cause of a muted stream.
Input list and stage plot received; patch list built and sent to the mix room.A1
Crew confirmed: TD, A1, mix room engineer, 4 camera operators, stream operator, floor manager.
Audience invited and over-booked by ~20%. Assume a third don't show.
YouTube event created: title, description, thumbnail, scheduled start, chat moderation settings.Stream op
Key pre-loaded into encoder profiles, and on paper on the stream op's call sheet.Stream opRecovering from a network failure must not require the network. A key that lives only in YouTube Studio or a synced document is unreachable at exactly the moment you need it.

T–1 DAYBuild & verify

Signal chain verification

Dante: primary path up, one clock master, every device locked to the same clock domain, no sample-rate mismatch.
Measure the Dante round trip — Annex → mix room → Annex — end to end. Write the number in the sheet above and on the wall.A1
Set video delay to match the measured round trip. Slate test: clap on camera, confirm lip sync in the program feed. Re-measure every event.
All 4 cameras matched on a chart under show lighting.TD
Lighting plot set to the house grammar and photographed for next month.
Test stream to a private YouTube event, 20 minutes unattended; check dropped frames and bitrate stability.
Internet: sustained load test at twice the target bitrate.
Test-record 10 minutes on every capture path, then play every one back before wrapping for the night.A recorder that arms but writes nothing is a silent failure. Playback is the only proof.

T–6 HRSLoad-in

Load-in & line check

Artist is in the building. Everything technical should already be proven — this phase is about the room, the people, and the shot plan.

Line check every input channel by channel against the patch list.A1
Confirm program and 4 ISO paths writing to disk; free space greater than twice the expected show length.
Multitrack armed in the DAW at the correct sample rate.
Safety stereo recorder running on separate power, separate media, separate operator.No two critical captures may share media, power, or a person.
Talkback tested in all directions: control room ↔ mix room ↔ floor.
Soundcheck. Mix room dials the broadcast mix; A1 dials the room.
Band signs off on the broadcast mix from the balcony
Camera operators walk the setlist with the TD; shot plan agreed song by song, including who holds wide.TD
Artist briefed: stream start time, the "we are live" cue, and the plan to re-shoot one or two songs after the broadcast ends.

T–30 MINFinal gates

Five gates before air

Called aloud on comms, each station answering for its own. If a gate is not green at T–5, hold the start.

Program record and all 4 ISOs rolling.TD
Multitrack rolling, and the safety stereo rolling on separate power.A1
Lip sync re-verified against a live clap right now — not against yesterday's measurement.A1 + TD
Stream health green on primary; reserve event standing by.Stream op
Setlist rights confirmed clear; no unresolved covers.Label

SHOWTIMERun of show

Run of show

Time	Beat	Detail	Call
−10:00	Stream opens	Holding card and licensed bed. Floor manager settles the room.	Stream op
−05:00	Chat live	Moderation on, filters set, a moderator actually watching.	Stream op
−02:00	Roll records	Every station confirms on comms, by name: "records rolling."	All
−00:30	Standby	Cameras to opening framing. Mix room confirms broadcast mix live.	TD
00:00	Open	Cold open or host intro, under 20 seconds either way.	Floor
00:00:10	Intro	Presenter and short interview with the Band side stage.	Floor
00:03	Set	45 mins. TD calls shots to the agreed plan; mix room holds the broadcast mix.	TD
—	Between songs	Hold wide, never cut to black. Black is unrecoverable in the edit.	TD
—	Last note	Hold cameras 10 seconds into silence before anyone moves.	TD
—	Set is over	Short interview from the stage. Possibly call out generous Super Chats. Band walks off.	TD
+01:00	Stream out	Card and bed for 60 seconds, then end broadcast cleanly.	Stream op
+05:00	Pickups	Broadcast is down. Re-shoot 1–2 songs with retakes for VOD.	All
+40:00	Stop records	Only after the TD confirms every file is closed and verified on disk.	TD
+50:00	Back up	All media cloned to a second drive before anyone leaves the building.	TD + A1

The pickup pass at +05:00 is what removes the one-take risk. The stream is the event; the retakes are the asset. Artists agree to this far more readily when they know it is coming.

All media cloned to a second drive, and the clone spot-checked by playback, before the building empties.The night you skip this is the night a card fails.

REFERENCERedundancy

Recording redundancy matrix

Capture	Source	Media	Power	Owner
Program	Switcher output	SSD A, control room	House	TD
Camera ISO ×4	In-camera	Camera cards	Camera batteries	Camera ops
Broadcast multitrack	Dante → DAW	SSD B, separate machine	House	A1
Safety stereo	Independent converter → field recorder	SD card	Batteries	A1
Stream archive	YouTube	Cloud	—	Stream op

T+0 → +30dPublish

Post & publish schedule

When	Deliverable	Notes
Same day, ≤4h	Hero clip	One 60–90s vertical cut while attention is still on the event. Artist posts it too.
+1 day	Live archive tidied	Top and tail trimmed, chapters added, visibility set per the artist agreement.
+3 days	Artist package	Stems, multitrack, and their own multicam pull. This is the booking advantage — deliver it fast and on time, every time.
+1 week	Song 1, full edit	Cut from ISOs, graded to the house look, mixed from multitrack.
+2 weeks	Song 2, full edit	Pickup take if the broadcast take had a flaw.
+3 weeks	Song 3, full edit	Titles and end card identical to every other Annex video.
+4 weeks	Session playlist + next announce	Playlist assembled, next month's artist announced off the back of the momentum.

Hero clip out within four hours.
Archive trimmed, chaptered, visibility set per agreement.
Artist package delivered by +3 days.Late delivery is the fastest way to lose the next booking, and word travels between managers.
Three song edits scheduled and queued on the channel.
Session playlist updated; next month's artist announced.
Debrief logged: what broke, what the round-trip number was, what to change next month.