Key Takeaways
- 80% of show-day problems originate in pre-production decisions — or the absence of them
- The five highest-risk pre-production gaps: speaker content not submitted, HVAC not coordinated with catering, loading access not confirmed, venue exclusivity clauses not reviewed, no contingency budget allocated
- Pre-production lock (when all items below are confirmed) should occur 72 hours before load-in — not on load-in morning
Programme and content
Speaker content submission deadline confirmed and enforced ✓ — Every speaker confirmed their AV requirements ✓ — All video content tested on playback system ✓ — Presenter briefing document issued ✓ — Run of show version-controlled and distributed ✓ — MC briefed with full rundown ✓ — Awards sizzle reels (if applicable) approved ✓ — All content aspect ratios confirmed against display specification ✓
Venue and logistics
Venue contract reviewed for exclusivity clauses ✓ — Loading dock dimensions confirmed for largest delivery vehicle ✓ — Load-in window confirmed in writing with venue ✓ — Power supply capacity confirmed against production draw ✓ — HVAC schedule confirmed with venue operations (will it be on during load-in? ✓) — Kitchen service sequence agreed with F&B team ✓ — Registration desk position and power confirmed ✓ — Emergency exit positions confirmed and production cables routed clear ✓ — Security briefing completed ✓ — Medical provider on-site for events above 500 pax ✓
Technical
PA specification confirmed against room measurement ✓ — Stage dimensions locked and structural drawings confirmed ✓ — Generator sizing confirmed (with fuel delivery for multi-day events) ✓ — LED wall or projection content specification issued to creative team ✓ — All microphone types and positions listed and assigned ✓ — Signal flow documented ✓ — Wireless frequency coordination completed ✓ — Confidence monitor positions confirmed ✓ — IMAG camera positions agreed with venue ✓ — Lighting states drafted and desk-reviewed ✓ — Technical rehearsal scheduled and rooms booked ✓
Crew and production
Crew call times issued ✓ — Crew accommodation confirmed for multi-day events ✓ — Show-caller identified and briefed from week 10 ✓ — All department heads confirmed with mobile numbers ✓ — Vendor contact sheet distributed to full production team ✓ — Contingency budget allocated (8–12%) ✓ — Public liability insurance certificate provided ✓ — Event cancellation insurance confirmed ✓ — Post-event report responsibilities assigned ✓ — Load-out schedule confirmed with venue operations ✓