Pre-production... explained!

Ever wonder what your AV team is up to the weeks (let’s be honest… months)! before doors open on a live show? As we take a moment to reflect on a very busy first half of 2026, we’re here to tell you! In order for an audience to walk into a venue to a perfectly executed run of show, countless hours of planning happen to ensure every technical detail is accounted for.

The process typically starts by reviewing the client's goals, venue requirements, and event schedule. From there, production teams prepare detailed equipment and labor quotes, determining the appropriate audio, video, lighting, staging, and rigging systems while balancing technical needs with the project's budget.

Sometimes the biggest puzzle piece to this is matching the client’s agenda to accurately quote labor hours. Crew minimums (lead vs assist), meal breaks, anticipated cost for overtime or double time, short turnarounds, etc. are all factors that weigh into a final cost, and clients really appreciate when this is as accurate as possible up front.

Technical planning continues with the creation of CAD drawings, which map out stage layouts, screen locations, lighting positions, cable paths, and equipment placement. These serve as the blueprint for both the warehouse and on-site crews, helping every department understand how the production will come together.

Transport is another essential component of pre-production. Equipment must be organized, packed, and assigned to trucks in a way that maximizes space while allowing for an efficient load-in at the venue. Production managers also coordinate trucking schedules, delivery windows, and warehouse preparation to keep the timeline on track.

Beyond equipment, travel logistics play a major role in successful execution. Flights, hotels, ground transportation, and crew schedules must all be carefully arranged to ensure technicians arrive on time and are prepared for long days.

Thorough pre-production minimizes risk and improves communication in order to create a seamless experience for clients and attendees alike. Detailed planning behind the scenes is what transforms a complex corporate event into a flawless live production.