Producing a complex global event requires syncing an enormous amount of technology. For technical production experts, timing is everything. They manage:
- Audio, video, lighting, rigging, staging, special effects, structural builds
- Engineering requirements and heavy gear
- Internet infrastructure, data security and communication systems
With little margin for missed deadlines, tech teams collaborate with creative leads and environmental designers to create an event vision aligned to the space. They lead crews who work quickly to load in all the components that transform an event site into an attendee experience. When an audience reacts with awe at the screen displays, sound and special effects, technical producers can finally relax, satisfied.
Getting to that point requires plenty of advanced problem-solving. “Will this work?” is one of the most common questions posed to technical production leaders. To answer with confidence, they must take four steps.
- Thoroughly investigate the event environment
- Coordinate with decision-makers to secure the right resources
- Stress-test new technology and anticipate potential issues
- Execute against a strict schedule
Thinking like a technical producer helps event marketers proactively address obstacles to deliver a smooth show.
Investigate your event environment
In technical production, surprises cost time and money. Failing to identify and plan for a secondary power source or a secure data network results in last-minute scrambling and subpar solutions.
During pre-production site visits, technical producers collect data and confirm measurements. They also understand other dynamics that can influence their approach. Collaborate with your facility or site contact to answer questions about access, security and more.
- How will the technical team enter and exit the site?
- Are there any weight limitations?
- What else is happening around the site during the event that could cause obstacles?
- How does sound carry? Is there a buffer between spaces?
- What are security levels?
- Are there enough ancillary spaces to support the offline team, pre-production team, office team, etc.?
Technical producers also consider how the event vision fits within the existing boundaries. They analyze the details, like which direction a door will swing. Accurate computer models of the space are a helpful tool technical producers use to facilitate conversations with environmental designers and other teams so load-in and setup is seamless.
Related: Ask yourself these venue questions to understand space requirements.
Coordinate with decision-makers to secure the right resources
Involving technical producers early in the event planning process gives them the information they need to build labor and production schedules, create gear lists and outline other requirements. Technical producers must avoid using jargon. Clearly communicating the function of equipment to non-technical team members is part of this role.
Skilled tech experts understand how a challenge in one area can cascade into others. For instance, if a contract only allows for a brief load-in window, this impacts the staffing needed. It may also influence the scale of scenic production possible.
If “Plan A” won't work, technical production is the group that identifies the issue and finds a workaround. Engage them to:
- Advise on what's feasible with the available time, space and budget
- Shape ideas by suggesting innovative, achievable solutions
- Support the creative team by adding a layer of logistical and technical expertise
Related: Maximize your event planning budget by planning early
Stress-test new event technology
Massive LED screens, glowing arm bands synced to sounds, gamified event apps, extended reality, and other new tools and tech trends can deepen attendee engagement. Provided they work.
Testing network capabilities and security is essential. Complex events rely on an infrastructure to deliver inbound artwork, transfer scripts, stream video files, etc. for general session content. Conference attendees expect a robust Wi-Fi signal. Trade shows, especially in the tech sector, require even more data support for vendors.
Don't wait until the event arrives to try new technology. Prior to the event, technical producers apply stress-level components to understand how a tool or platform functions and confirm it performs well under pressure. Deploy on-site testing as part of setup and be ready to solve any glitches. "Breaking” things in advance gives you time to troubleshoot before the show begins.
Execute against a strict event production schedule
Rigorous pre-production planning informs an achievable timeline. Anticipating potential challenges minimizes disruptions. Still, staffing tight schedules takes strong leadership.
Great technical producers remain calm under pressure, especially while executing high-stakes events. Large-scale technical production is only possible with teamwork.
Establishing trust is key. For our team members, this comes through shared experiences. Leaders must check everything when investigating potential obstacles. They must understand what event success looks like and articulate to each team so they know how they best contribute.
Explore the power of seamless technical production with our guide to creative event strategy.