Start with the venue, not the equipment
The venue decides what is possible: where the stage can stand, where sound and lighting can be positioned, where trucks can reach and how guests will move. Visit the space with your technical partner, or have it surveyed, before you commit to a concept.
Access and timing
- Which routes and vehicle sizes can reach the stage area?
- On which days and from what hour are you allowed on site?
- How many hours do set-up and teardown really need?
- On multi-day events the space is often rebuilt every day: plan crew and rest around set-up, event and teardown, not only the event.
Sound limits and finish time
Ask the venue, and for outdoor events the local authority, for the sound limits and the finish time, and get them in writing. Design the sound system around those limits instead of discovering them on the night.
Power and generators
Establish the total power load of sound, lighting, video and catering, where the venue can supply it and where a generator is needed. Keep audio and catering on separate supplies and place generators where guests will not hear them.
Rigging and structures
Check where the venue allows rigging and what load it can take. Historic buildings often forbid fixings; ground-supported structures are then the answer, and they need space and planning.
Artists, riders and backline
Collect artist riders early. A rider can dictate the sound system, the console and the backline, and late changes cost both time and budget.
A plan for the weather
For outdoor events, decide in advance what happens with wind, rain or heat: covered stage and sound positions, protected cabling, and the hour by which the final decision is made.
Insurance and documents
Ask the venue early which certificates and documents it requires, and by when. Some venues need them days or weeks before the event.
A quote you can read line by line
- Separate lines for equipment, crew, transport and accommodation, per day and per area.
- A clear statement of what is included and what is not.
- Payment and cancellation terms in writing.
- Quantities that match the brief: if you asked for façade lighting only, the quote should say so.
See it before it is built
A 3D model of the venue lets you check the stage, the sound and the lighting, including how it all looks after dark, before anything is installed.