Creating your first production file

A production file is the complete operational package for a single event. It contains every document your team, your vendors, and your client need to execute flawlessly.

Here's how to create your first one.

Step 1: Describe your event

Log into The Middleman and go to your dashboard. You'll see a single prompt:

Good morning, [Name]. What are we producing today?

Type your event brief in plain language. Don't worry about format — write it the way you'd text a colleague:

Examples:

• "Corporate holiday dinner for 200 guests at the St. Regis SF, Saturday December 13, black tie, plated service, $80k budget"
• "Outdoor wedding reception for 85 guests in Napa, winery venue, June 14, farm-to-table style, $35k catering budget"
• "Product launch cocktail party for 300 guests in Austin, rooftop, Thursday evening, passed appetizers and open bar, $55k total"

Step 2: Watch it build

The platform processes your brief and builds each document one by one. You'll see them appear in real time:

✔ Event Proposal ✔ Production Notes ✔ Rental Order ✔ Kitchen Prep Schedule ✔ Staffing Plan ✔ Run-of-Show Timeline ✔ Shopping List ✔ Budget Breakdown ✔ Floor Plan Notes ✔ Weather Backup Plan ✔ Vendor Communication Emails

The entire process takes under 60 seconds for most events.

Step 3: Review and customize

Once generated, every document is fully editable. You can:

• Edit any line item directly in the document
• Adjust quantities, timing, or staffing levels
• Add your own notes and internal comments
• Swap out vendor recommendations
• Update the budget with actuals as costs come in

Step 4: Share with your team and vendors

Each document in your production file can be shared individually or as a complete package:

• Client portal link — a clean, read-only view for your client
• Vendor brief links — each vendor only sees what's relevant to them
• Team access — invite your team members to collaborate directly
• PDF export — for clients or vendors who prefer email attachments

Tips for better results

Be specific about scale. "120 guests" produces a much better output than "about 100 people."

Include your venue type. Rooftop vs. ballroom vs. restaurant buyout changes the floor plan, staffing logic, and weather backup plan significantly.

Mention the event style. "Plated" vs. "passed appetizers" vs. "buffet" changes the kitchen prep, staffing ratios, and rental order.

Include budget. Even a rough number helps the AI calibrate the rental and staffing recommendations.