THE SHORT ANSWER
Start here
DECISIONS TO MAKE FIRST
Decide these before you shortlist providers.
- 01
Which venue, promoter and artist responsibilities are already contractually assigned?
- 02
What production is in-house, hired locally or travelling with the artist?
- 03
Which technical, access and schedule facts can change the quote?
- 04
Who holds show-day authority for production decisions and changes?
01 / PRACTICAL STEP
Build one responsibility map
Many show problems are not missing equipment; they are work that everyone assumed another party owned.
Venue
Record the room, capacity, curfew, stage, installed systems, access, house rules and named venue contacts.
Promoter
Clarify booking, ticketing, local marketing, settlement, staffing, hospitality and supplier coordination responsibilities.
Artist
Provide current contacts, line-up, performance length, stage plot, technical requirements, backline, travelling crew and access needs.
Suppliers
Define the exact system, personnel, operating time, transport, setup, testing, standby and removal each supplier includes.
02 / PRACTICAL STEP
Advance the technical information
A current stage plot and technical specification reduce guesswork, but the venue must confirm what can actually be delivered.
Stage and inputs
Show performer positions, instruments, microphones, DI requirements, playback, power, monitoring and communication needs.
Sound
Separate PA provision, front-of-house, monitors, consoles, microphones, system engineering and any touring engineer requirements.
Lighting and visuals
List the required lighting operation, fixtures, control, cues, haze, projection, stage visuals and restrictions relevant to the show.
Backline and changeovers
Specify models only when necessary, acceptable alternatives, shared items, tuning and who resets or moves equipment between acts.
03 / PRACTICAL STEP
Create a workable show-day schedule
Doors and stage time alone do not tell production teams when the work can happen.
Access and load-in
Include vehicle access, parking, loading path, stairs, lifts, storage and the first time each supplier can enter the building.
Build and checks
Allocate setup, system test, line check, soundcheck, lighting focus, changeovers and contingency in the correct dependency order.
Performance and curfew
List set lengths, changeovers, encores, venue curfew and any hard limits that the running order must respect.
Get-out
Confirm shutdown, settlement, load-out, vehicle departure, overnight storage and who signs off hired equipment.
04 / PRACTICAL STEP
Protect the people delivering the show
Professional production includes access, safety and realistic working conditions as part of the plan.
Authority and communication
Name production, stage, venue and artist contacts, plus the channel for urgent show-day changes.
Access requirements
Advance mobility, sensory, communication, assistance and backstage access requirements with the responsible venue contact.
Hearing and environment
Use competent providers and venue procedures for sound exposure, electrical, rigging, crowd, effects and emergency responsibilities.
Working time
Plan breaks, meals, travel and safe turnaround for crew and drivers. A schedule that only works through exhaustion is not a robust schedule.
WORKING CHECKLIST
Is the brief ready?
Use this list before requesting a quote. The chosen provider's current specification and professional advice still take priority.
Venue, promoter, artist and supplier responsibilities are mapped.
Current stage plot and technical specification are attached.
Sound, monitors, lighting, visuals and backline scopes are separated.
House equipment and touring equipment are clearly distinguished.
Load-in, build, checks, soundcheck, doors, sets, curfew and load-out are timed.
Changeovers and support acts are included.
Access, safety, hearing and working-time responsibilities have named owners.
Show-day contacts and decision authority are published to the team.
ASK THE PROVIDER
Questions worth asking every shortlisted provider.
- 01
What is installed, what is hired and what travels with the artist?
- 02
Which parts of the technical specification cannot be substituted?
- 03
How much setup and changeover time does the proposed system require?
- 04
Who can approve a production change on show day?
- 05
Which access or safety information must be advanced before arrival?
CONTINUE IN FORGE
Find the services named in this guide.
SOURCES AND FURTHER READING
Sources behind this guide
External requirements can change. Open the current source before relying on a technical, platform or legal detail.