What should you test during a technical rehearsal?
A technical rehearsal tests everything that can go wrong live: sound, image and slides, microphones, transitions, livestream, lighting and timing. This structured approach makes sure you skip nothing.
The short answer
During a technical rehearsal you test everything that can go wrong live, in the order in which the programme runs. Concretely: sound, image and slides, microphones, the transitions between speakers, the livestream, the lighting and the timing. Do this with the real equipment, in the real venue, and where possible with the real speakers. A rehearsal on paper or only in your head does not count.
Why a rehearsal makes the difference
Most technical problems are small and easy to solve, provided you discover them in time. A wrong connection, a microphone that is too quiet, a video without sound: fix that an hour beforehand and no one notices. Discover it live and the programme grinds to a halt. The rehearsal is the moment when you go looking for those mistakes while they can still do no harm.
What you test, step by step
Sound
- Volume of each microphone set to the speaker’s voice
- Sound from videos and presentations tested separately for level
- Balance in the room checked, including at the back and along the sides
- Feedback tracked down and removed by walking through the room with an open microphone
- Music or walk-in sound tested at the right volume
Image and slides
- Every presentation opened on the actual display system, not just on the laptop
- Legibility from the back row checked
- Aspect ratio correct, no cropped or stretched slides
- Embedded videos played including sound
- Presenter mode tested so that speaker notes do not appear on the main screen
- System notifications, screensaver and updates switched off
Microphones
- Every microphone switched on and listened to, including the spares
- Wireless frequencies checked for interference
- Battery level checked and spare batteries laid out ready
- Placement of lavalier mics and headsets checked for noise and distance
- Who uses which microphone and when, talked through
Transitions
Transitions between programme segments are where things often falter live. Test them explicitly.
- Changeover between speakers: how the next one comes on, who has the microphone
- Switching between laptops or presentations without a black screen
- Transition from talking to video and back again
- Moments where lighting or sound has to change along with it
- The kick-off and the close of the programme
Livestream
Streaming adds a whole chain that you have to check separately.
- Image and sound from source to broadcast, as the viewer sees it
- Sound that actually carries through into the stream, not just in the room
- Legibility of slides in the stream image
- Stability of the connection and a check for delay or stuttering
- The opening and closing screen of the broadcast ready
Lighting
- Speaker lighting so that faces are clearly visible
- Room lighting balanced for a legible image without washing out the screen
- Lighting changes that belong to programme segments, rehearsed
- For recording or streaming: even light without harsh shadows
Timing
- Duration of each segment reviewed against the run sheet
- Changeover moments timed so that no dead moments arise
- Agreements on how you signal the time to speakers
- Room in the schedule for overruns and questions
Practical approach
Run the rehearsal in the order of the real programme, from the first second to the end. That way you discover not only whether the individual parts work, but also whether they connect to one another. Appoint one person to keep the overview and note the points that come up. Solve those points straight away or schedule when it will happen.
- Rehearse with the real equipment in the real venue
- Involve the speakers at their most important moments
- Test the complete chain, not just individual parts
- Note every problem and the moment when it was solved
- Keep time after the rehearsal for fixing whatever is not yet right
In closing
A good technical rehearsal is not an extra step but the assurance that your programme runs smoothly. Test in programme order, with real gear and real speakers, and leave nothing to chance. Do you want a rehearsal that covers everything, from sound and image to livestream and timing? HuurAV takes care of the setup, the test and the on-site support, so that you start with confidence. Feel free to request advice for your next event in Amsterdam and the surrounding area.
Frequently asked questions
How much time should I set aside for a technical rehearsal?
Count on at least an hour for a simple programme and half a day for an event with multiple speakers, video and a livestream. Plan the rehearsal so that there is still time afterwards to fix any problems you find before the guests arrive.
Do the actual speakers need to be at the rehearsal?
For the most important moments, yes. Have speakers run through their entrance, their first and last slide and their use of the microphone and clicker once. That removes most of the uncertainty and mistakes in advance.
What do you test when you are going to livestream?
Test the entire chain: image and sound from the source to the stream, the connection and the actual broadcast as viewers see it. Check that the sound comes through, that the slides are legible and that there is no delay or stuttering.
Is a technical rehearsal also needed for a small gathering?
Yes, although it can be shorter. Even for a small session you want to know whether the laptop connects, the microphone works and the slides come through. A short half-hour test prevents the most common problems.