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A Guide To
Adding your first event is one of the quickest ways to start seeing the value of Stage Portal. Once your events are inside the system, all your logistics, communication, tech specs, schedules, and crew information work together automatically.
This guide will walk you through how to create your first event inside Stage Portal.
To follow this guide, you’ll need:
If you haven’t set up your profile yet, you can complete that first:
Guide: How to Set Up Your Venue in Stage Portal
Step 1 — Open the Events Dashboard
Once you're logged in:
Tip: Your events dashboard becomes more powerful as you add more information. It will show automatic status updates, and be your access to all of the information you need.
Step 2 Click “Create New Event”
In the top right corner, click:
➕ Create Event
This opens the event creation form where you’ll enter the core details for your gig.
Step 3 Add Your Event Details
Here you’ll enter all the key information, including:
Event Name: Give your event a clear title.
Select Venue: If you have multiple venues on Stage Portal you can use this to select which venue the event is for.
Date & Time: Add your event start and end time and date. Stage Portal will automatically begin to build your run sheet from this.
Event Colour: You can use this to select a colour code for your event, for example colours for confirmed events or tbc bookings. This is customisable to be able to suit your workflow.
Add Notes (Optional): Use this for anything important additional information.
Attendance: You can add expected attendance and update it with ticket sales or attendance numbers.
Click Create: Next you can click create and the event will appear in your dashboard.
Step 4 — Build Out Your Event
Once your venue account is set up and your members are added, you're ready to get going. Here are some more relevant articles:
👉 How to Add Gigs and Build Your Venue Calendar in Stage Portal
👉 How to Build Lineups and Manage Gigs
👉 How to Manage Assets
👉 How to Manage Crew
👉 How to add expenses
When you open the event you will now be able to add Stages and Rooms to the event, for example if you have multiple green rooms or event spaces you can add them to the specific event.
Next you will be able to add your crew members who you want to be assigned, the crew will then be notified by email that they have been assigned to that specific event. They will then be able to access all of the information they need.
Here you can add the backline and equipment that will be used for the event, imported from your asset list or you can add additional equipment. For more information find out guide on Assets here.
You can use the lineup feature to build your line up adding in sections for performances, load ins, sound checks and invite artists to specific slots. You can find a full guide on this here.
Using the vendor section you can add information for subcontractors and vendors.
The expenses feature allows you to add in income and expenses for the event, from artist expenses, crew to income from ticket sales and bar takes.
The files section allows you to add any additional event files that you need to run the event.
You now have an event created and can take advantage of the Stage Portal platform.
Once your event is created, lineup built and artists invited Stage Portal will:
✔ Create tech specs report highlighting any missing equipment that is required.
✔ Create guestlists for the event
✔ Give your crew access to everything they need
✔ Reduce your admin overnight
✔ Keep all communication in one place
Here are some quick fixes if something isn’t appearing correctly:
My crew can't see the event
Invite them under Crew → Add User
My lineup looks empty
Make sure to add a stage to the event to build your lineup.
A file won’t upload
Check your file type
If none of these solve the issue, reach out to support in the help menu.
Here are some more relevant articles:
👉 How to Add Gigs and Build Your Venue Calendar in Stage Portal
👉 How to Build Lineups and Manage Gigs
👉 How to Manage Assets
👉 How to add expenses
The Advance is a podcast for independent artists and band managers. Each episode covers one practical topics for improving gig logistics.
Guides, product news and one thing to try before your next event.
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