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.
Full-Service AV / Production
Best when transitions are frequent, audiences are external, or program risk justifies dedicated technical leadership across the full timeline.
Hybrid Support
Best when professional load-in and setup matter, but your team or venue staff can run the show with simple operation.
Rentals Only
Best when your team can run the checklist end-to-end with confidence and the program is straightforward.
NLPS also offers consulting and training for venues and schools that own and self-operate their AV equipment.
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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