In live events, the way you “advance” a show—prepping every detail with your production team—can make or break the experience. Here’s a practical guide to making sure your event goes off without a hitch by working hand in hand with your production company.

1. Outline The Show’s Requirements

Before you talk to your production company, make sure you’ve gathered everything from your artist or client. This should include:

• Technical Rider: The artist’s or presenter’s equipment needs—sound, video, lighting, and staging.
• Hospitality Rider: Dressing room and backstage requests (like food or drinks).
• Event Schedule: Load-in time, sound checks, rehearsals, showtime, breaks, and load-out. The more detail, the less room for surprises.

2. Make an Organized Event Sheet

Your event sheet should include:

• Overview: Event name, date, location, audience size.
• Schedule: Timeline for setup, rehearsals, show, and teardown.
• Venue Info: Stage size, in-house sound/lighting, storage, loading dock access, and parking.
• Contact List: Key contacts for the event—production manager, organizer, venue staff, plus emergency contact.

A clean event sheet clears up communication and keeps everyone on the same page.

3. Technical Rider and Stage Plot

The technical rider and stage plot are key tools for smooth setup.

• Stage Plot: A visual of where every performer and piece of equipment will be.
• Technical Rider: Lets us prep and spot issues early, like wireless mic needs or extra monitor mixes.

If something like wireless mobility or a specific mic is crucial, highlight it here so nothing gets missed.

4. Set Up a Pre-Event Call or Walk-Through

Once you’ve sent everything over, hop on a call with your production leads. This helps:

• Clear up questions.
• Confirm who’s working what stations on show day.
• Address last-minute or special needs.

5. Logistics and Load-In Planning

Coordinate early around:

• Load-In/Out: Dock times, elevator access, parking details.
• Power: Make sure outlets and circuits meet the show’s needs.
• Venue Rules: Inform your production team about noise, curfews, and specific gear policies.

6. Insurance and Safety Requirements

Check these boxes before showtime:

• Insurance: Confirm the production crew has liability coverage.
• Safety: Know the venue’s exits, fire protocols, and rigging regulations.

7. Be Available on Event Day

Keep open lines of communication. Assign one reliable contact to be the go-between for updates, last-minute changes, and document tweaks.

8. Post-Event Recap

After show’s end, send feedback, confirm the final invoice, and talk about what worked or what could be better next time. It builds trust and sets up the next event for even more success.

Conclusion

Advancing an event means planning, documenting, and communicating every step. With a bit of prep and teamwork, you’re setting the stage for a smooth, standout event.