Real World AV & Production Hacks for Live Events

Full schedule

Session details:

In today's fast-paced event landscape, executing a successful live event—whether in-person, virtual, or hybrid—demands strategic planning and flawless coordination. This session will equip event planners and stakeholders with essential tools to elevate their productions while staying budget-conscious. You’ll learn about the complexities of different event types, the importance of strategic planning, and how to manage costs without sacrificing quality. We'll explore real-world examples, offer practical tips on handling unexpected issues, and share strategies for keeping your audience engaged and inspired. Whether you’re new to event planning or a seasoned pro, this session will provide the tools and insights to make your next event a success.

Key Topics Covered:

  1. Understanding the Complexity of Live Event Production
    1. Overview of variables involved in different types of events: in-person, virtual, and hybrid.
    2. Importance of strategic planning for seamless event execution.
  2. Real-World Examples and Case Studies
    1. Insightful examples from recent global summits, nationally televised events, and smaller, high-production experiences.
    2. Lessons learned and best practices from these events to optimize production on time and within budget.
  3. Navigating the Production Process & Cost Savings
    1. How to handle Requests for Proposals (RFPs) and negotiate speaker contracts, venue agreements, and entertainment riders.
    2. Cost-saving strategies that don’t compromise the attendee experience.
  4. Crisis Management During Live Events
    1. Preparing for unexpected scenarios, such as equipment failure (e.g., microphone issues) or no-shows by your CEO or keynote speaker. (It happens)
    2. Solutions and backup plans to mitigate potential disruptions.
  5. Creating Engaging Experiences
    1. Ensuring keynote speakers connect effectively with the audience.
    2. Planning the flow of the main stage to maintain engagement and hit every note perfectly.
  6. Role of the Show Caller and Stage Manager
    1. Responsibilities of a show caller/stage manager in coordinating an audio-visual multimedia experience.
    2. Managing on-stage talent and coordinating with technical teams to deliver a flawless event.
  7. Role of the Production Manager and collaborating with the Onsite AV Team
    1. Effective ways to engage with engineers, show producers, stage managers, and the audience.
    2. Designing and executing the perfect experiential live event through teamwork and communication.