How We Include Event Technicians Early and Often
Event techs are unsung behind the scenes heroes and the experts that ensure excellence in every production. From installing the correct sound systems to lighting up the stage, and more. Their expertise is critical to any production, and they play a huge part in controlling labor costs, staying on schedule, and overall budget maintenance. We include our techs early in the process and gather their input to avoid unnecessary complications.
The Event’s Technical Needs
We include our event technicians at the onset when outlining the technical needs of the event. Whether it’s a small gathering or a major production, their understanding of technical details is key to ensuring everything is properly prepared.
We include them in defining technical needs, such as:
- AV Setup: Will there be microphones, speakers, or a full sound system for a performance?
- Lighting: What type of lighting are we using—stage lighting, ambient lighting, and/or dynamic effects?
- Visual Elements: Are we using projectors, screens, LED walls, and/or video feeds?
- Streaming or Recording: Will the event be live-streamed, recorded, or broadcast in real-time?
With this information early, technicians have a closer understanding of the appropriate equipment and setup for the event.
Pre-Event Planning and Coordination
A successful event requires thorough preparation well in advance. Our techs are also involved in the pre-production planning phase.
- Site Visits and Technical Walkthroughs: Our techs are part of the site visit. They assess the venue, see the layout, and identify potential challenges such as power sources, network availability, or space limitations.
- Regular Meetings: We hold regular meetings with the technicians to discuss the event timeline, technical schedule, and any specific requirements. This ensures that all parties are aligned with the event’s flow.
- Event Timeline: The event’s timeline is shared so they understand when to set up, perform tests, and be ready for the event’s different segments. Technicians are aware of key moments such as speeches, performances, or transitions that require their attention.
- Equipment Lists: A detailed equipment list is created to ensure all the necessary equipment is prepared in advance. Minimizing any unnecessary and expensive change orders onsite, i.e., sound systems, lighting rigs, projection equipment, cables, and backup devices—on hand.
- Backup Plans: Our techs are prepared with a well thought out backup plan to mitigate unforeseen challenges. For example, backup microphones, extra cables, or spare lighting equipment can be on standby to minimize any disruptions.
- Testing and Rehearsals: Once the equipment is set, tests are run to confirm everything functions as expected. The tech team will do a tech run and confirm the sound checks, lighting sequences, and video setups are as planned. If needed, fine-tuning of the technical aspects will occur, ensuring a smoothly run event.
With attention to detail prior to the event, the technical team can eliminate the risk of last-minute costly surprises.
Managing Technology in Real-Time
Even with the best planning and preparation, technical issues may arise during an event. In these moments, informed, experienced event techs are crucial for resolving problems quickly without affecting the overall experience or budget.
- Quick Problem Solving: Techs are trained to troubleshoot and fix issues on the spot. Their knowledge of the event and expertise are what get everything back on track without panicking.
- Dedicated Technical Staff: For larger events, we ensure there is a Technical Director (TD) and techs who monitor all systems in real time. The technical team proactively monitors the event to detect and address any issues before they become problems.
- Maintaining Calm: If technical issues arise, we stay calm and trust the tech team. They are skilled at managing emergencies and minimizing disruptions. Our Producers, TDs, and tech teamwork in tandem to keep the event moving forward.
Post-Event Wrap-Up and Feedback
Once the event is over, our technical team does a post review on technical aspects, gear, processes, and hours verification.
- Equipment Breakdown: Technicians are responsible for the quality control of equipment, ensuring that everything is packed carefully and returned properly. This includes lights, sound equipment, and any other technical gear.
- Feedback Loop: After the event, our technical team holds a debrief to discuss what went well and any areas that can be improved for future events. This feedback helps us continually refine our processes and better coordinate with techs on future projects.
- Evaluating Technical Success: We evaluate how the technical elements worked during the event; did the sound and lighting live up to expectations? Was the video feed clear? Were there any challenges that impacted the experience? Gathering this information helps us assess the success of our technology and team.
This reflection ensures that we continue to provide excellent equipment and technical support at future events.
Conclusion
Our event technicians are a critical part of successful event production. Ultimately, one of the most important aspects of working with our technicians is trust. They are often the ones making real-time decisions and adjustments to make sure everything works as expected.
Clearly defining the technical needs, coordinating details in advance, maintaining effective communication, and having backup plans in place, ensure that the technical side of an event runs smoothly. Our technicians are the experts operating the systems that bring your vision to life.
By including event technicians in the early conversation and fostering a positive, collaborative relationship with them, we ensure that your event is executed with precision. Get in touch to explore our expertise in large-scale event design and production.
