A working production checklist that runs from 4 weeks out through post-event strike. Use it to lock scope, prevent last-minute additions, and catch the details that most often cause day-of problems.
4 weeks out: lock scope and budget
This is the last clean window to confirm what you are actually producing. Changes after this point cost more, take longer, and put inventory at risk.
- Confirm event date, venue contract, audience size, and primary objectives in writing.
- Lock the draft run-of-show: timing blocks, presenter list, content segments, transitions, and Q&A windows.
- Sign production vendor scope and deposit; confirm rental holds.
- Submit applications for amplified-sound permits, street closures, fire marshal review, or building department review where required.
- Confirm catering, registration, and overflow space ownership.
- Identify the single decision-maker for scope changes and the approval path for adds.
3 weeks out: design systems
Translate scope into the technical plan. Anything fuzzy at this point becomes a day-of guess.
- Audio: confirm audience zones, mic count by type (lectern, handheld, lavalier, headworn), monitor needs, playback sources, and Q&A workflow.
- Video: confirm display size and count, content sources (presenter laptop, room PC, video roll-ins), aspect ratio (16:9 vs custom), and recording or streaming destinations.
- Lighting: stage wash, key light for camera, color/branding cues, and house light control.
- Staging: deck size, height, stairs, ADA ramp if needed, skirting color, lectern, and backdrop.
- Power: total load by zone, available house power vs generator, distribution plan, and tie-in requirements.
- Communications: comm channels (production, stage, video, lighting), runner radios, and translator cue path if applicable.
- Produce: signal flow diagram, stage plot, lighting plot, and labeled gear list.
2 weeks out: confirm logistics
Logistics gaps are the most common cause of late starts. Confirm the operational details now while there is still time to adjust.
- Confirm load-in date, time, and dock or door access; share dimensions of largest case with venue.
- Confirm parking and staging area for production trucks and crew vehicles.
- Confirm power tie-in: panel location, available circuits at FOH and stage left/right, and verified amp ratings vs expected loads.
- Confirm internet path for streaming: hard line if possible, IP and bandwidth confirmed, backup LTE/5G ready.
- Distribute production schedule to crew, venue, presenters, and client lead.
- Confirm rehearsal time blocks with presenters; collect final slide decks where possible.
- Confirm catering for crew during long load-in days.
1 week out: rehearse and prep
The week before show is for tightening, not redesigning. Rehearse with the full team and pre-build everything you can off-site.
- Walk the full run-of-show with stage manager, audio lead, video lead, and lighting lead.
- Pre-build racks, label cables, and stage cases by load-in order.
- Pre-program lighting cues and switching scenes against the latest run-of-show.
- Confirm wireless mic frequency coordination if multiple wireless systems will be on-site.
- Test playback files (videos, music) on the actual playback path; confirm formats and codecs.
- Confirm contingency: backup mic per channel, redundant playback, spare cables, gaff and tape stock.
- Reconfirm all crew call times and venue contacts.
Day before: load-in and tech rehearsal
The goal of load-in day is a fully working system before presenters arrive, with time built in for problems.
- Load in via confirmed dock and route; protect floors per venue rules.
- Build stage; confirm step and ramp safety; install skirting and backdrop.
- Hang and focus lighting; set color and intensity per cue.
- Set FOH PA and stage monitors; ring out wireless mics; tune room with pink noise and a real voice.
- Set displays; confirm source selection and playback at full quality.
- Run signal checks across every input and output; confirm recording and stream paths.
- Run technical rehearsal with available presenters; capture cue notes and any scope adjustments.
Show day: execute
Show day is execution. Document everything that happens; do not redesign during the show.
- Crew arrival and pre-show systems check (audio, video, lighting, comms, recording).
- Presenter mic check and final walk-through; confirm transitions.
- House open: lobby music or pre-show loop, lighting state, and ushers ready.
- Doors open at the published time; hold for VIPs only with explicit client approval.
- Run the program against the run-of-show; stage manager calls cues; production lead manages contingencies.
- Capture any scope changes or incidents in the show notes for the post-event debrief.
- Manage transitions, breaks, and Q&A; verify recording is rolling at every change.
Post-event: strike and debrief
Strike is part of the production scope. A clean strike protects the next event and the relationship with the venue.
- Strike per safe sequence: power down, coil cables, derig lighting, break down stage.
- Inventory all gear against the load-in list; flag damage or missing items immediately.
- Return rentals on the contracted return window to avoid late fees.
- Deliver recordings, stream archive, and any requested files.
- Confirm venue handover: floors clean, no leftover gaff or tape, all hardware returned.
- Run a 30-minute debrief with client and crew within one week; capture what to repeat and what to change.
Which option fits best?
The right fit depends on event size, complexity, executive visibility, and how hands-on your team wants to be on show day.
Rentals Only
Best when your team can run the checklist end-to-end with confidence and the program is straightforward.
Hybrid Support
Best when professional load-in and setup matter, but your team or venue staff can run the show with simple operation.
Full-Service AV / Production
Best when transitions are frequent, audiences are external, or program risk justifies dedicated technical leadership across the full timeline.
Recommended Next Step
The right support model depends on event size, run-of-show complexity, and operator availability. Browse related rentals if you know the gear list. Ask for a recommendation if you are sizing scope. Request a quote when you need delivery, setup, onsite operators, or full production.
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