Buying in Canada
Portable Stage Delivery Checklist for Schools, Churches, and Venues
A portable stage delivery checklist covers four jobs: name the people who receive the shipment, measure the route from the truck to storage, count and inspect everything before anyone signs, and keep a written record of anything missing or damaged. A MyStage order arrives as folded 42 lb (19 kg) decks plus the accessories you ordered.
This guide is for the staff and volunteers who meet the truck, and it assumes your order is placed and your freight quote is in hand. Questions to ask before ordering, such as liftgate availability and delivery timing, are in our guide to portable stage shipping across Canada.
What arrives in a MyStage delivery?
A MyStage delivery contains folded stage decks and any accessories on your order, shipped from our warehouse in Ajax, Ontario. Every deck is the same 4 ft x 4 ft (1.22 m x 1.22 m) aluminum deck with a black diamond-plate surface, folded in half to 2 ft x 4 ft (0.61 m x 1.22 m) with a shoulder strap.
Legs are included with every deck: five per deck, four angled legs plus a center leg. Accessories you may see on the order confirmation include railings in 4 ft (1.22 m) sections, stairs, a step up, skirting, castors in sets of five, spare leg sets and gear bags. Print the confirmation so the team counts against the same list.
What is a receiving record?
A receiving record is the sheet your team fills in at the door: what was ordered, what arrived, its condition, and who checked it. The carrier's delivery receipt only shows that a shipment changed hands.
If a part is missing or a deck is damaged, a dated list with photo references gives MyStage what it needs to sort it out quickly.
Who should be on the receiving team?
Name at least two people: one receiver who is allowed to sign for the organization, and one helper who counts and takes photos. Put the receiver's name and phone number on the order so the carrier calls the right person.
- The receiver. Signs the delivery receipt, writes any exceptions on it, and owns the receiving record until it is filed.
- The checker. Reads the order confirmation aloud, counts pieces, and photographs labels and any damage.
- The carriers. One person carries one folded deck by its strap, so the number of carriers sets how fast the decks move to storage.
- A facilities contact. Someone with keys and elevator access who can clear the dock.
Name a backup too, with a copy of this checklist, in case the receiver is away on the day.
Will the stage fit through your doors and route?
Measure the route before the truck is booked, from the point where the truck stops to the room where the stage will live. A folded deck is 2 ft x 4 ft (0.61 m x 1.22 m), so every door, elevator and stair turn on the route has to pass a piece that size when it is carried.
- Doorways. Measure the clear opening with the door fully open, and note self-closing doors that need a wedge.
- Elevators. Measure the inside of the car and the door opening. A folded deck stood on end is 4 ft (1.22 m) tall, so check that it can be carried in and turned.
- Stairs and landings. Walk the stairs with a piece of cardboard cut to the folded deck size to find tight turns.
Packaging can be larger than the product inside, so ask MyStage how the order is packed and what the largest piece measures. Until your quote answers that, do not plan the route around deck size alone.
Do you have dock access, and is it booked?
If your building has a loading dock, confirm that it is free for the delivery window and that nothing will block it, such as a parked van or a roll-up door with no one holding the key.
Without a dock, decide where the truck can stop and keep that spot clear. Whether a liftgate or inside delivery is available is a quote question, covered in the shipping guide.
Where will the stage be stored?
Clear the storage spot before delivery day so the decks go straight there from the truck. Folded decks are 2 ft x 4 ft (0.61 m x 1.22 m) each, which lets you work out floor or shelf space from your deck count.
- Deck space. Count your decks from the order. A 4 ft x 8 ft (1.22 m x 2.44 m) stage is 2 decks; an 8 ft x 16 ft (2.44 m x 4.88 m) stage is 8. The sizes and metric measurements guide lists deck counts for every standard size.
- Protection. A gear bag (US$88) holds one folded deck and keeps it clean in a shared storage room.
- Moving it later. A Gator Utility Cart (US$349), or a cart you already own, saves trips.
- Small parts. Keep wingnuts, spare legs and skirting together in one labeled bin.
How do you inspect the packaging?
Inspect every piece with the carrier present, before the receipt is signed, because a clean signature is hard to argue with later.
- Count the pieces against the order confirmation and the number on the carrier's paperwork.
- Walk around each piece and look for crushed corners, punctures, tears, and anything that looks dropped or wet.
- Photograph the shipping labels, then any damage, with the label in the same shot where you can.
- If anything is short or damaged, write a short, specific note on the delivery receipt before signing, such as "1 carton crushed on corner, contents not yet checked".
How do you record missing parts or damage?
Record problems on the day, in writing, with photos, then contact MyStage at info@mystagecorp.com or 858-229-8388 with your order details. MyStage stages carry a 60-day manufacturer guarantee covering defects, so report problems promptly rather than waiting for the first event.
Use a simple log like this one, printed or in a spreadsheet.
| Item (from order confirmation) | Qty ordered | Qty received | Condition | Photo reference | Checked by |
|---|---|---|---|---|---|
| 4 ft x 4 ft (1.22 m x 1.22 m) decks | |||||
| Railing sections | |||||
| Stairs or step up | |||||
| Skirting | |||||
| Castors, spare legs, gear bags |
For questions about returns or refunds, ask MyStage before you order so the terms are clear in advance.
Printable before-delivery and delivery-day checklist
Print both tables for the receiver. The owner column is for a name, not a department.
Before delivery
| Task | Owner | Done |
|---|---|---|
| Order confirmation printed, with deck and accessory counts highlighted | ||
| Receiver, checker and backup named; receiver's phone number on the order | ||
| Front office, custodial staff or building manager told a freight delivery is coming | ||
| Route measured: doors, elevator, stairs, turns (folded deck is 2 ft x 4 ft / 0.61 m x 1.22 m) | ||
| Largest package size and total shipment weight confirmed on the quote | ||
| Dock or curb spot booked and clear for the delivery window | ||
| Storage space cleared and labeled | ||
| Cart or dolly, door wedges and floor protection ready | ||
| Receiving record printed; phone charged for photos |
Delivery day
| Task | Owner | Done |
|---|---|---|
| Piece count matches the carrier's paperwork | ||
| Every piece inspected before signing; labels photographed | ||
| Any shortage or damage written on the delivery receipt | ||
| Decks carried to storage, one folded deck per person | ||
| Contents checked against the order confirmation; receiving record filled in | ||
| Test setup of each deck completed (see below) | ||
| Problems reported to MyStage with photos and order details | ||
| Receiving record and delivery receipt filed together |
What should you check during the first setup?
Set up every deck once soon after delivery to confirm all parts work together. One person sets up a deck in about a minute with no tools, so even a large order is a short job.
- Unfold each deck and check that it stands on all five legs, including the center leg that reduces bounce.
- Adjust the legs through the range you plan to use. Standard legs adjust from 4 to 28 in (10 cm to 71 cm).
- Join neighboring decks with the wingnuts and check that the surface sits flat and level.
- Fit railings, stairs and skirting where you plan to use them, and confirm the counts match your layout.
- Fold everything down, store it, and log anything that did not fit or work.
What changes for schools, churches and venues?
The checklist stays the same; the timing and the people change.
- Schools. Avoid bus loops and dismissal, and tell the office so the carrier is not turned away. Our guide to portable stages for Canadian schools and universities covers storage between events.
- Churches. Weekday buildings can be lightly staffed, so schedule volunteers ahead. See portable church stages for Canadian worship spaces.
- Venues. Dock time competes with other load-ins. Keep the stage separate from touring gear until it is counted.
Frequently asked questions
Does someone have to be on site to receive a portable stage?
Yes. Someone has to count and inspect the shipment before signing, and the carrier needs a named contact on the order.
How many people does it take to unload a MyStage order?
Each folded deck weighs 42 lbs (19 kg) and has a shoulder strap, so one person carries one deck. How the shipment is packed is a question for your quote, since packaging can change what has to be lifted.
What should we do if a box arrives damaged?
Write a short note about the damage on the delivery receipt before signing, photograph the package and its label, and contact MyStage at info@mystagecorp.com or 858-229-8388 with your order details.
Do we need customs papers to receive the stage?
No. Canadian orders ship from our warehouse in Ajax, Ontario, so there are no customs or brokerage steps for the buyer. Confirm any applicable taxes on your quote.
Can MyStage deliver to Quebec or northern addresses?
MyStage ships everywhere in Canada except Quebec, and it does not ship to Quebec. Confirm remote and northern addresses when you request your quote through the contact page.
Browse the MyStage Canada portable stage range, size a custom layout in the Stage Builder, and send MyStage your delivery questions with your order details.