Show on Autopilot: The Blueprint for Flawless Live Event Production

How to Run a Successful Production: A Step-by-Step Guide

Effective live event management demands a strategic approach. Here’s how production managers and their teams can orchestrate flawless shows:

1. Initial Planning & Discovery:

   • Artist Requirements Review: Thoroughly dissect the artist's stage plot, input list, and overall production plan. These crucial documents detail technical needs, hospitality, and specific requests, forming the foundation of your event logistics.
   • Venue Assessment: Conduct a detailed walk-through. Understand the venue's capabilities, power distribution, rigging points, and loading docks. Ensure it aligns with the production plan's demands.
   • Equipment Review & Testing: A non-negotiable step: at least ten days prior to the show, all equipment orders must be placed, and any existing, in-house production equipment thoroughly tested. This critical lead time allows for essential troubleshooting, replacements, or last-minute adjustments, safeguarding show quality.
   • Budget Allocation: Develop a comprehensive production budget, accounting for all labor, equipment rentals, transportation, catering, security, permits, and contingencies. Accurate expense tracking starts here.
   • Timeline Creation: Map a precise event timeline, working backward from showtime. Include deadlines for production plan confirmations, equipment bookings, crew calls, load-in schedules, sound checks, and load-out.

2. Team Assembly & Communication Protocols:

   • Define Roles Clearly: Assign specific responsibilities for stage management, audio, lighting, rigging, security, and hospitality. Every team member needs a clear understanding of their role in backstage operations.
   • Establish Communication Channels: Determine preferred methods for information flow (radio, group chat, email, or a centralized event management platform). Ensure everyone knows when and how to communicate effectively.
   • Chain of Command & Authority: Crucially, establish a clear hierarchy. The Production Managertypically holds ultimate authority for production-related judgment calls. It's vital everyone understands who reports to whom and who the ultimate decision-maker is in a crisis or when immediate adjustments are needed. This leader must be prepared and decisive.
   • Regular Meetings: Schedule consistent production meetings leading up to the event, reviewing progress, addressing challenges, and ensuring alignment. Daily briefings on show day are paramount. Generally, these increase with frequency as the event date approaches.

3. Documentation & Tracking:

   • Production Notes: Maintain a master document of all production notes, changes, and decisions. This live record prevents misunderstandings and ensures accurate information.
   • Stage Plots & Input Lists: These are vital. Distribute the most current versions to relevant crew (audio engineers, lighting directors, stagehands). An accurate input list is critical for Front of House (FOH) and monitor engineers.
   • Load-in/Load-out Schedules: Develop precise schedules for equipment arrival, truck docking, and crew assignments. Efficiency here saves significant time and budget.
   • Passes & Credentials: Meticulously manage access. Create clear systems for artist passes, crew passes, guest passes, and VIP access.
   • Rentals & Inventory: Keep a detailed equipment rental tracking system, including serial numbers, rental company contacts, and return dates. Track items out and in.
   • Guest Lists: For artist and promoter guests, maintain accurate, up-to-date lists and designate a point person for check-in.
   • Expense Tracking: Beyond the initial event budget, rigorously track actual expenditures against line items. This is crucial for financial reporting and future planning.
   • Deliverables: Monitor all contractual event deliverables, from specific equipment to hospitality based on the production plan.

4. On-Site Management & Execution:

   • Load-in & Setup: Oversee efficient and safe equipment load-in. Ensure stage setup, rigging, audio, and lighting systems are installed according to the stage plot and input list.
   • Sound & Line Checks: Paramount for technical production. Conduct thorough checks for all instruments and microphones, addressing issues before the audience arrives.
   • Have Redundancy: Always have backup equipment readily available for critical items. This includes extra cables (XLR, instrument, power), spare vocal mics, DI boxes, and microphone stands. Real production professionals also stock common fuses and tubes for amps, and extra guitar strings – because when something fails, the show must go on.
   • Artist & Crew Relations: Maintain open communication with the artist’s tour manager and crew. Be prepared for last-minute adjustments.
   • Risk Management: Have contingency plans for technical failures, power outages, medical emergencies, and security incidents. Brief crew on emergency procedures.
   • Show Run: During the performance, the production manager and stage manager act as the central nervous system, coordinating cues and changes.

5. Post-Production:

   • Load-out: Supervise the efficient and safe de-rigging and equipment load-out.
   • Rentals Return: Ensure all rented equipment is returned promptly and in good condition.
   • Financial Reconciliation: Finalize all invoices, expenses, and reconcile against the event budget.
   • Debrief: Conduct a post-event debrief with your team to review successes, identify areas for improvement, and document lessons learned for future event planning.

The Challenge: Constant Motion, Critical Demands

From finalizing stage plots and meticulously planning load-in schedules, to executing sound checks and managing critical production notes—the world of concert production is a high-stakes environment. Every piece of rented equipment must be tracked, event expenses diligently monitored, and deliverables met with unwavering accuracy.

While traditional tools like customizable spreadsheets offer ease and flexibility, the sheer volume and dynamic nature of concert production often requires a better solution. A comprehensive production plan is more than just a good idea; it's an essential blueprint for success, providing a centralized single source of truth for all involved.

VenuePilot: Your Solution for Seamless Event Production

Managing these complex backstage operations manually is daunting and prone to errors. This is where modern event management software like VenuePilot steps in to revolutionize concert production. We understand the complexities and the critical need for a streamlined, accurate, and collaborative workflow for venue management.

VenuePilot is designed to empower teams of event specialists, allowing everyone—from production managers and technical directors to artist liaisons and accounting—to work seamlessly from the same backend. This shared environment ensures all production data is correct and up-to-date, eliminating discrepancies and fostering a truly unified effort. With VenuePilot, you can:

• Centralize All Production Notes: Maintain a living, accessible document of all critical information for your event team.
• Manage Stage Plots & Input Lists: Upload, share, and update these crucial technical productiondocuments with ease, ensuring everyone works from the latest version.
• Streamline Load-in/Load-out Schedules: Create and distribute detailed schedules, track progress, and assign tasks directly within the event planning software.
• Track Passes & Credentials: Manage guest lists, issue digital passes, and control access with precision for enhanced event security.
• Oversee Rentals & Inventory: Log all rented equipment, track its location, and manage return dates effortlessly.
• Monitor Expenses & Deliverables: Keep a real-time pulse on your event budget and ensure all contractual obligations are met.

Our robust event software integrations mean you can sync critical production data to a vast array of external tools: Google Sheets for detailed analysis, Zapier for custom automation, Gmail for communications, Docs for shared notes, Slack for real-time team chat, and even SMS for urgent updates. This robust connectivity automates critical communications and establishes VenuePilot as your single source of truth, ensuring all production data is consistent and accurate across your entire operation. The sky is truly the limit when it comes to connecting your production workflow with your existing ecosystem.

But VenuePilot's capabilities extend far beyond just production management. We offer a comprehensive suite of tools to empower your entire venue operation:

• Calendars and team management: Keep everyone on schedule and tasks clearly assigned for optimal event coordination.
• Custom website integration: Seamlessly integrate your event listings and online ticketing directly into your existing website.
• Two-click checkout with Apple Pay: Provide a frictionless ticketing experience for your customers.
• SEO-optimized pages: Ensure your events are easily discoverable online, driving more traffic.
• Amazing integrations with marketing and budgeting tools: Streamline your promotional efforts and financial oversight.
• Incredible custom P&L and production reports: Gain deep insights into your event's financial performance and operational efficiency with detailed event reporting.

Don't let the complexities of concert production hold you back. Empower your team with the tools they need to achieve seamless, spectacular results.