Freelancer Checklist
Step 1 – Confirm the gig. Click ACCEPT in the R2 confirmation email. This confirms your booking. Any rate change must be agreed in writing before you accept.
Step 2 – Travel. Forward the R3 labor request email to travel@nmrevents.com asking for a hotel and flights. Travel is booked through Melon — if you’re not set up in Melon, Travel will get you booked directly. Check with Travel or your PM on the preferred hotel for the event. First class tickets are not permitted, and any flight changes or rebooking need pre-approval. Travel expenses (flights, hotels, car rentals) should never appear on your invoice — these are booked and paid directly, not reimbursed. When selecting ground travel, use the most economical transportation option. No Uber Black. Try to share rides with other crew members as much as possible.
Step 3 – Be prepared. Communicate with the Project Manager or salesperson to get specific details about the job. They can provide booth/room information, diagrams, layouts, onsite contact information, content, etc. If no one has reached out to you, email labor@nmrevents.com.
Step 4 – Set up. Arrive at the venue ready to work. Attire should be casual but neat with dark/simple/basic colors unless otherwise directed by the PM. Introduce yourself to the people in the booth. Locate your onsite contact. Understand the expectations of each day. Later in the afternoon ask your contact if they want you to work into overtime or finish the next day. Overtime, additional staff, unscheduled days, or additional equipment typically requires a Change Order. Communicate this with the PM, or if there is no PM email labor@nmrevents.com.
Step 5 – Professionalism. Be professional and courteous at all times. Please no headphones, nonurgent cellphone usage, no vaping/smoking, or eating in the booth/around the client. Client and show materials — photos, video, or written details — should not be posted to social media or shared publicly without written NMR approval. Your rate is confidential between you and NMR — please don’t discuss it with other crew.
Step 6 – Communicate. If problems arise step away and call the PM or salesperson. We have a talented team of techs, engineers, and management staff to support you at any time. If you have equipment problems please email the asset number, issue, show/order information and a picture, if possible, to repair@nmrevents.com so it can be addressed back in the warehouse.
Step 7 – Dismantle. Pack up all equipment as it was on the setup. Treat it as if it were yours. Any lost, stolen, or missing equipment should be communicated to the PM or via the labor email. Be sure to carefully sort out subrented gear per vendor. If you provided equipment for the show, remember it bills against a separate Equipment Rental PO, never your Labor PO.
Step 8 – Invoice. Submit your invoice within 7 days of show completion to accountspayable@nmrevents.com. Reference the correct PO number for each charge type — labor charges against the Labor PO, equipment against the Equipment Rental PO. If submitting both on one invoice, separate them clearly with distinct line items and subtotals. All equipment rentals must have a written estimate and approval prior to be issued a PO. POs will be provided for equipment by crossrentals@nmrevents.com. All expenses (except mileage) need receipts — credit card statements aren’t accepted. Travel costs such as flight and hotels should not be on this invoice. If you did not receive a PO, forward the labor request email to labor@nmrevents.com asking for one. Feedback about the gig is always appreciated. What went well? What can we do better?
Updated 07/09/26