How to Track Sign Installation Across Large Events
Installation day at a large event is controlled chaos. You have multiple contractors spread across a venue, hundreds of signs to place, and a deadline that doesn't move. Tracking what's been installed — and what hasn't — is the difference between a smooth event and a last-minute scramble.
Here's how to approach it.
Step 1: Build your sign inventory before the event
Don't wait until installation day to know what you're tracking. Build your complete sign list in advance:
- Sign number — a unique identifier for every placement
- Sign type — directional, sponsor logo, way-finder, emergency exit, etc.
- Location — building, level, specific placement (e.g. "East entrance, left pillar")
- Assigned contractor — who is responsible for this sign
The more specific you are, the less confusion there is on the day.
Step 2: Use status categories everyone understands
A typical sign installation workflow has these stages:
- Pending — sign has not been started
- In progress — contractor is working on it
- Installed — physically placed
- Approved — organiser has verified it's correct
- Rejected — issue found, needs attention
Simple, consistent categories mean every contractor and coordinator is speaking the same language.
Step 3: Give contractors a mobile tool
Spreadsheets don't work on an installation site. Contractors need something they can use one-handed on a phone, ideally offline if the venue has patchy connectivity.
The minimum viable mobile tool for a contractor:
- See their assigned signs
- Mark a sign as installed with a photo
- Flag issues or add notes
- Work offline and sync when connected
Step 4: Track progress in real time from the office
While contractors work in the field, someone in the office (or at a command post) needs to see live progress:
- How many signs are installed vs. pending?
- Which zones are behind schedule?
- Are there any rejected signs that need attention?
A completion percentage and status breakdown by map zone answers these questions at a glance.
Step 5: Close the loop with photo evidence
Photos are essential. They prove the sign was installed correctly, document the placement for future reference, and give sponsors confidence their branding is in place.
Build photo submission into your contractor workflow — make it a required step before a sign can be marked as installed.
Putting it into practice
The tools you use matter less than the habit of actually tracking. Start simple:
- Create a sign list with unique numbers and assigned contractors.
- Have contractors update status on the day.
- Review the dashboard at regular intervals to catch anything falling behind.
With Signplanr, this whole workflow — from building the sign list to reviewing photo evidence — is in one place. See how it works.