Guide to technical event planning from run sheet to backup
Technical event planning comes down to a solid run sheet, enough setup time, an accurate floor plan, sufficient power, safely routed cables, a real rehearsal and a backup for the critical elements. Get these seven right and you prevent most problems.
Direct answer
Technical event planning is not a matter of luck on the day itself, but of seven things you get in order beforehand: a clear run sheet, enough setup time, an accurate floor plan, sufficient power, safely routed cables, a real rehearsal and a backup for the elements that must not fail. Take these points seriously and you remove most of the risk from the programme before the first guest even arrives.
This guide walks through the seven building blocks, with the questions you answer for each one.
The run sheet as the backbone
The run sheet is the document everything falls back on. It describes, moment by moment, who does what, when, and which technology goes with it. A good run sheet is not just a timeline for the host, but also a technical schedule.
Include at least:
- The timeline from arrival to close, with margins
- Who is on stage when, and with which microphone
- Which slides, videos or audio clips are needed when
- Which lighting state belongs to which moment
- The transitions between segments, because that is where things go wrong most often
For gatherings with a tight programme this matters even more. Also look at the service around presentations and conferences for how technology and programme fit together.
Estimating setup time realistically
Underestimated setup time is one of the most common causes of stress on the day. Placing equipment is one thing, but connecting, aiming, adjusting and testing takes at least as much time.
Take into account:
- The delivery route and whether you have to work with a lift or stairs
- The order: first stage and rigging, then video, then sound and lighting, then testing
- A test block in which you actually switch everything on and check it
- A margin for setbacks, because there are always some
Exactly how much time a production takes depends on the scale. The article on setup time for an AV production explains how to estimate this per situation.
Floor plan and sight lines
A floor plan forces you to think about the space before you are standing in it. Draw in where the stage goes, where the video is placed, where the audience sits and where the technology stands.
Pay attention to:
- Sight lines: can everyone see the stage and the video, including around columns
- Walking routes for audience and staff
- The location of the sound desk, preferably in the room and not behind it
- The distance from equipment to power points
This exercise prevents you from discovering on the day itself that the video is half hidden behind a pillar.
Power and cables
Technology needs power, and more than you think. Video, lighting and sound together draw a fair amount of load, and you cannot put it all on one circuit.
Power
- Take stock of how many circuits the room has and where the power points are
- Distribute the load so that a circuit does not become overloaded
- Check whether heavy consumers, such as lighting, need their own supply
Cables
- Route walkways so that cables do not run straight across audience flows
- Cover cables with mats or tape where people walk
- Keep signal cables and power cables separate where possible
Exactly what you need in terms of power and facilities is closely tied to the venue. The checklist for technically inspecting a venue helps you ask about those points in advance.
The rehearsal
Setup is not the same as rehearsing. In the rehearsal you run through the programme with the real people and the real technology. That is precisely where the small things surface: a microphone that feeds back, a slide that will not advance, a transition that takes too long.
Plan at least:
- A sound check with the actual speakers, not just a tapping finger on the microphone
- A run-through of the slides and videos
- The transitions between speakers and segments
- The lighting states for each moment
Why a rehearsal makes the difference is explained in the article on the technical rehearsal.
Backup for critical elements
No setup is one hundred percent foolproof. That is why you decide in advance what really must not fail and arrange a spare for it.
| Element | Risk if it fails | Typical backup |
|---|---|---|
| Speaker microphone | Speaker inaudible | Spare handheld microphone ready |
| Presentation | Programme grinds to a halt | Second laptop with a copy of the slides |
| Video signal | Audience sees nothing | Spare cable and adapter on hand |
| Livestream | Online audience drops out | Redundant connection or recording |
You scale the depth of your backup to the importance. An informal reception needs less than a keynote or a hybrid event with livestream.
Technical event planning checklist
- Run sheet complete, including technology for each moment
- Setup time planned with a margin
- Floor plan drawn and sight lines checked
- Power capacity inventoried and distributed
- Cable routes safe and tidied away
- Rehearsal scheduled with the actual speakers and technology
- Backup arranged for the critical elements
Common mistakes
- Too little setup time, leaving no room to test
- No floor plan, resulting in sight line problems
- Putting all the technology on one power circuit
- Skipping the rehearsal because the setup was ready on time
- No backup for the microphone or the presentation
- Not running through the transitions between segments
What HuurAV takes care of
HuurAV takes the technical planning off your hands. We provide advice, delivery, setup, installation, support during your programme and collection afterwards. We think along on the run sheet, determine the setup time, check the floor plan and the power, tidy the cables away safely, take part in the rehearsal and arrange backup for the elements that matter. You do not need any technical knowledge yourself: our technical support stands beside you from planning to teardown, and for the broader event see the corporate events service.
If you prefer to rent equipment yourself and keep the planning in your own hands, you can go straight to SpeakerVerhuur.nl.
Next step
Do you have a date, a venue and a programme, but want to be sure the technology is right? Have your setup reviewed and we will go through the run sheet, the setup and the risks together. HuurAV works in Amsterdam and the surrounding area and plans your event from first sketch to last cable.
Frequently asked questions
How much setup time should I plan for?
That depends on the scale and the venue, but count on more time than you intuitively think. A simple presentation setup already takes several hours to build and test. With a larger programme involving video, lighting and livestream, that grows. Always plan a margin so you can test calmly before the first guest arrives.
Why is a floor plan so important?
A floor plan shows where the stage, video, sound, power and audience will go, and where the cables run. This lets you discover in advance whether sight lines work, whether there is enough space and where the bottlenecks are. Without a floor plan, you only find out on the day itself that something does not fit.
What do you mean by a backup?
A spare for the elements that must not fail. Think of an extra microphone, a second laptop with the presentation, or a spare cable. For a livestream or a crucial keynote you want more certainty than for an informal reception. You tailor the backup to what really must not go wrong.
Can I skip the rehearsal once everything is set up?
Better not. Setup means the technology is in place, not that the programme has been run through. In the rehearsal you test the transitions, the sound with the actual speaker, the slides and the timing. That is exactly where you find the small problems that would otherwise surface live.