This may repeating what's already here but:
The need for lists sounds like a
stage manager’s mantra. You might check over at SMNetwork.org for lists that may fit what you are doing.
For the dance studio that I used to volunteer for (not so much anymore, but that’s another story), I was in charge of getting things from the studio to the
venue, getting it set up, then striking, and returning it all (and all this with other volunteers). Unlike other studios, the owner always thought big for the annual recital, which included a large production number, and we did a performance of Nutcracker each year. (For light and sound, we relied on whatever the
venue could/would give us,) Anyway, the logistics required organization, and I just used my own lists created as Word documents or excel documents. For me, the key list was a
props/scenery/technical equipment list that included everything that I had to take to the
venue. It was a table with a few extra columns. One column was a check that it went on the truck (or by some other mode, like me hand-carrying). Another column had where to put it at the
venue when it was unloaded (for example, on-stage, off-stage
wing, dressing room, green room,
FOH). There may have been another column for quantity. But I also kept
track of “disposables” (like tape, zips ties, garbage bags) just so I would make sure they made it to the
venue. My technical equipment list even included crates/tubs/containers that held small
props and the like.
Another thing you’ll probably have to do is supervise the unloading because you are probably the only person who knows where each item needs to be, and you’ll have the list in
hand. That means directing and not lifting/moving things. (That was tough for me to do.) You may also have to supervise loading the truck (both before the show and during
strike) just so everything fits and so fragile things don’t get damaged. (Again, more directing than real work.) (There were a couple occasions where a volunteer were put off by this.)
I also had a list of the tasks that had to be performed at the
venue (granted my list would be shorter than yours), but with that I could assign people to do the work, do some it myself (as was often the case), and keep
track of things. When possible, the tasks were assigned before we got to the
venue.) No task was too small to list.
Hope that helps.
Joe