The Recording Club · with Unlikely Collaborators
Perception BoxNight Manager Guide
Tuesday Oct 27 2026, doors 5:30 PM
● DRAFT in the app: publish it
Workout and Pilates rounds, food, the circle of questions, sound bath. You keep the clock and the rooms one step ahead.
Stuck? Who to call. First time? Read the clock and the transitions.
What Perception Box is
🌿 A wellness night for TRC members and guests: workouts with Jon Q, Mat Pilates and Yoga with Breanna, food by Soul Good, the Perception Box circle of questions, then a sound bath with Dr. Kischa. Billed as Healing Harmonies x Perception Box.
🤝 Presented with Unlikely Collaborators. The circle questions come from their question bank.
🎯 Your job tonight: keep the clock, keep each room ready one block ahead, and keep guests moving gently from one thing to the next.
Tonight at a glance
🎯 Doors 5:30 PM. Program ends 9:15 PM. Building closes 10:30 PM. Untagged times are tonight's published program on Partiful. Times tagged template come from past Perception Box nights.
- 3:00Manager on site. Setup starts templateYou. Publish the night in the app first, then walk the setup checklist.
- 4:00Production meeting templateYou brief every staffer: their block, their room, their start time.
- 4:30Studio Assistants in. Venue fully set templateStudio Assistants, on until 10:30 PM. Food team arrives about now.
- 5:30Doors openCheck-in at the door: guests scan, pick sessions, done. Sauna and cold plunge open outside until 7:30. Press Open doors in the app.
- 5:55Call round oneYou. Guests head to their room.
- 6:00Round one: Workout or Mat PilatesJon Q, Workout Area, 10 spots. Breanna, Live Room, 15 spots. 30 minutes.
- 6:30Round two: Workout, Pilates, or first food seatingJon Q, Breanna. Food in the Lounge and Kitchen.
- 7:00Round three: Workout, Yoga, or second food seatingJon Q, Breanna. Food in the Lounge and Kitchen.
- 7:30Open food for everyone. Live Room flips to the circleFood team. Studio Assistants set chairs and mics. Sauna and plunge close.
- 7:45The Perception Box circleLive Room, whole group, one hour. Host leads. One Studio Assistant on mic duty, one on slides and lights.
- 8:45Sound bath with Dr. KischaLive Room, 25 minutes, ends 9:10. Audio on the bowl mics.
- 9:15Night wraps. Closing wordsHost. Survey goes out at 9:30 from the app.
- 9:15Mingle, goodbyes, strike templateStudio Assistants start the close checklist.
- 9:30Send the surveyYou, Admin home, Send the survey.
- 10:30End. Close the night in the app, lock upYou: disarm texts, Close the night, lock up.
🏠 Also in the building: Taji may come in after 9 PM for LED and trash-can work. That is not part of the night.
Who you direct
🎯 Brief every person when they arrive: their block, their room, their start time, who they hand off to.
| Role | What they do | Arrives | Hand them |
|---|---|---|---|
| 🧭 Manager (you) | Run of show, roles, the production meeting, the clock, guiding guests in the app, app troubleshooting with Jacob. | 3:00 PM, on until 10:30 PM | This page |
| 📞 Jacob Dennis, GM | Your guide all night. Staff and app questions go to him. | By phone | Questions as they come |
| 🚪 Check-in (who: ask Jacob) | Greets at the door, points guests to the QR, keeps the paper tally. | 5:00 PM template | Door iPad on the staff board, paper tally sheet, pen |
| 🎚️ Audio (who: ask Jacob) | Instructor mic in the Live Room, the circle mics, then the sound bath mics. | 5:30 PM template | The Live Room lists |
| 🙋 Studio Assistants (who: ask Jacob) | Setup, food help, room flips, mic duty in the circle, slides and lights, strike. | 4:30 PM, on until 10:30 PM template | One room each from the setup checklist |
| 🎤 Host: Jon Q | Runs the experience. Leads the workouts. Welcomes the circle and says closing words. | Before doors | The run of show and the question list. Check in with him before round one. |
| 🧘 Breanna, Mat Pilates and Yoga | Leads the Live Room class in each round. | Before 5:55 PM | A clear Live Room floor, instructor mic, lights dim |
| 🔔 Dr. Kischa, sound bath | "The Mind Masseuse." Mat and singing bowls in the Live Room. | Before 8:45 PM | A center spot, mics around the bowls, pillows and blankets |
| 🍲 Soul Good, food sponsor | Chef Kyla's food for both seatings and open food. | Before 6:30 PM | A clear dining table, the food line spot, help with serving and cleanup. Chef Kyla: kyla@soulgood.kitchen |
🗣️ Content (if staffed): 1 or 2 Studio Assistants on photos and short guest testimonials. The Podcast Room stays open for them.
Setup checklist by room
🎯 Venue fully set one hour before doors. Tick each box as it is done; ticks stay on this phone.
🛋️ Lobby and front of house
🧘 Live Room: Mat Pilates and Yoga (ready by 5:55 PM)
🌀 Live Room: Perception Box circle (ready by 7:45 PM)
🔔 Live Room: sound bath (ready by 8:45 PM)
🍲 Dining and food
🏋️ Workout Area, sauna and plunge
🎙️ Podcast Room
The app, front to back
🎯 Guests check in with name and phone on one page. You run the night from the admin night page and the staff board.
🚪 What a guest sees
- Check-in card at the door opens app.therecording.club/tonight. Name and mobile, no account. Every check-in tonight is real.
- Join-the-app sign opens the free account page. Email and password. Nothing is charged.
- Event page at app.therecording.club/event/perception-box-2. Signed-in guests get an RSVP Here button to Partiful.
🛠️ What you do in admin
Every admin link opens the staff sign-in first.
- Publish. Night page, Plan tab: set Doors 5:30 PM and Ends 10:30 PM, then Publish, then Publish the night. The pill reads Published. No invites go out.
- Open doors at 5:30 PM. Same page, red Open doors. The pill reads Live. Reminder texts only send on a live night.
- Add the sessions on the Program tab. Add a block once for each, with time, room, who runs it and cap. Publishing copies none. Guests pick them on /tonight.
| Time | Session | Room | Runs it | Cap |
|---|---|---|---|---|
| 6:00 PM | Workout | Workout Area | Jon Q | 10 |
| 6:00 PM | Mat Pilates | Live Room | Breanna | 15 |
| 6:30 PM | Workout | Workout Area | Jon Q | 10 |
| 6:30 PM | Pilates | Live Room | Breanna | 15 |
| 6:30 PM | Food, first seating | Lounge and Kitchen | Soul Good | |
| 7:00 PM | Workout | Workout Area | Jon Q | 10 |
| 7:00 PM | Yoga | Live Room | Breanna | 15 |
| 7:00 PM | Food, second seating | Lounge and Kitchen | Soul Good | |
| 7:30 PM | Open food, everyone | Lounge and Kitchen | Soul Good | |
| 7:45 PM | The Perception Box | Live Room | Host | |
| 8:45 PM | Sound bath | Live Room | Dr. Kischa |
- Set the wall questions. Staff board: open ❓ Perception Box questions, paste one per line (up to 24), press Save questions. Pick them from the Unlikely Collaborators question bank.
- Live edits. Change a time, room or cap on the Program tab during the night. Guests see it on their next page load.
- Crew and guests. The Crew tab lists tonight's staff. The Guests tab and Event RSVPs show who is coming.
- Staff board on the door iPad. Staff board: 👥 Checked in, manual Add for guests without a phone, Send test text, Save questions for the wall. ARM REMINDERS (admin only) if Jacob wants reminder texts tonight; they send only while the pill reads Live. Whether to arm tonight is not decided; ask Jacob.
- Wall. The LED wall runs the lobby board with slides. It rotates the questions you saved, one per slide.
- Close. Survey at 9:30, Disarm texts, Close the night. See Close the night.
📝 Paper fallback
- Two columns at the door: how they heard and on the invite list or not. Ask every arrival.
- Add name and phone too, so they can go on the staff board later.
- Next morning the tally goes into the CRM. See Close the night.
😬 When something fails
| What you see | Do this |
|---|---|
| "Nothing on tonight" on /tonight | The night is not published. Publish it. |
| "Too many new accounts from this network" | Guest switches from Wi-Fi to cellular. |
| "That number is already checked in" | Add them by hand on the staff board. |
| Phone number error | 10 digits, US format. Or add by hand. |
| No reminder texts | Night must read Live and texts must be armed. |
| LED wall blank | Reload the lobby board. Check the pill reads Live. |
| Admin will not sign you in | Guests still check in on /tonight. Use paper. Call Jacob. |
Doors and the room, block by block
🎯 Every change of block: call it out loud 5 minutes early, keep a 30-minute timer on each round, set the next room before the current one ends.
🚪 5:30 PM, doors
- Press Open doors on the night page. The pill reads Live.
- Check-in greets each guest, points to the QR and asks for the tally.
🗣️ "Welcome to Perception Box. Scan the code, pick your sessions, and you're done. Use your phone's data, not the Wi-Fi. How did you hear about tonight?"
🏋️ 5:55 to 7:30 PM, three rounds
- 5:55: call round one. Workout with Jon Q in the Workout Area, Mat Pilates with Breanna in the Live Room.
- Start a 30-minute timer at 6:00, 6:30 and 7:00. Call the next round at :25 and :55.
- Round two adds the first food seating. Round three adds the second seating, and Breanna switches to Yoga.
- Sauna and cold plunge stay open outside until 7:30.
🗣️ "Round two starts in five minutes. Workout, Pilates, or food in the Lounge."
🍲 7:30 PM, open food and flip the Live Room
- Food opens to everyone in the Lounge and Kitchen. The line forms at the small kitchen entrance by the hallway, not the front door.
- Studio Assistants clear the mats and set chairs in a circle.
- Mics out: 2 wireless for the audience, 2 for the speakers. One Studio Assistant on mic duty.
- LED wall to the Unlikely Collaborators logo, then the questions.
- Dr. Kischa can set her bowls and the floor mics during this break, to save time at 8:45.
🌀 7:45 PM, the Perception Box circle
- Call everyone to the Live Room. One hour, whole group.
- Host opens and reads the first question from the wall.
- Mic duty walks a wireless mic to each person who raises a hand.
- Give the Host a 10-minute signal at 8:35.
🗣️ "Take a seat in the circle. We'll pass the mic. Speak if you want to, listen if you'd rather."
🔔 8:45 PM, sound bath
- Chairs back. Pillows and blankets out. Guests lie down or sit in the round.
- Dr. Kischa on her mat. Dynamic mic at the front of her blanket, 2 C414s live.
- Lights at their lowest. 25 minutes, ends 9:10.
🌙 9:15 PM, the night wraps
- Host thanks Jon Q, Breanna, Dr. Kischa, Soul Good and Unlikely Collaborators.
- At 9:30 send the survey from Admin home (the button appears then, 60 minutes before the end).
- Lights up a step. Guests mingle. Studio Assistants start the close checklist.
Close the night
🎯 Close the night in the app, strike the rooms, then do the CRM close-out the next morning.
🧹 Tonight, after the last guest
☀️ Next morning in the CRM
Fallbacks and who to call
📞 Jacob Dennis, first call
All night, any problem: the app, staff, the rooms.
Call Jacob +1 831 915 4395
🧑💼 Greg Spero
Anything Jacob cannot solve. Reach Greg through Jacob.
📝 Last resort for anything digital: write guests on paper (name, phone, how they heard). The night goes on without the app.
😬 The QR code will not open
- Have them type app.therecording.club/tonight in their browser.
- Switch their phone from Wi-Fi to cellular.
- Still stuck: paper tally, then add them on the staff board later.
😬 Check-in shows an error
- Reload app.therecording.club/tonight and check the mobile number is 10 digits.
- Add them by hand on the staff board: 👥 Checked in, Name, Phone, Add.
- "Too many new accounts from this network": guests switch to cellular. Several people: call Jacob.
😬 The LED wall or lobby board is blank
- Reload the lobby board.
- Check the night page pill reads Live.
- Still blank: the circle runs without it. The Host reads the questions aloud from the question bank.
😬 A mic or the house speakers die
- Check the wireless mic battery and that its receiver is on.
- Swap in one of the speaker mics. The circle can run with one passed mic.
- No sound at all: the host speaks unamplified and the room moves in closer.
😬 A collaborator is late or does not show
- Call Jacob.
- Stretch the block before with mingling, or move to the next block early.
- Food seatings stay at 6:30 and 7:00, open food at 7:30, no matter what.
😬 The app is down
- Open the health check. "healthy" means the problem is the Wi-Fi or the phone.
- Not healthy: everyone goes on paper. Run the night from this page.
- Call Jacob.
Full record
🔐 Jacob's runbook for tonight
Open Jacob's runbook (staff password, ask Jacob)
⚠️ Open questions and known gaps
Open questions and known gaps for tonight
📄 Setup docs this guide is built from
🔑 Most of these open only with a TRC Google account.
- Session 9 event doc, Dec 17 2025: run of show, arrivals, staff, setup.
- Jul 29 2026 event doc, Unlikely Collaborators: venue prep list, Live Room rigs, food counts.
- Greg's Perception Box schedule template: block order and resets.
- Perception Box planning: pre-planning and day-of steps.
- Invite doc, Sep 16 2026: door tally and next-morning CRM close-out.
- Admin notes, Sep 15 2026: admin quirks.
- Close-out steps, Sep 21 2026: CRM close-out.
- Events context: TRC event lifecycle and room setup.
- Question list and question slides template.
- A/V budget, Sep 24 2025.
Older nights
- Sessions 1 to 8, 2025: S8, S7, S6, S5, S4, S3, S2, S1.
- 2024 nights: #4 run sheet, #3, #6 schedule, to-do list.