Why is there no single deadline for all events?

There is no universal rule like "you need to order the technique three months in advance," because the preparation time depends on the scope of production. Two events taking place on the same day for a similar number of participants may require completely different amounts of work.

A conference for 300 people may need:

• PA,
• a few microphones,
• presentations,
• basic lighting.

An event for the same 300 people may additionally include:

• LED wall,
• camera production,
• streaming,
• gala,
• band concert,
• scenography,
• advanced lighting.

In the second case, it is necessary not only to reserve more equipment. Time is also needed for the project, rider analysis, stage plan, audio-video routing, rehearsal schedule, and coordination of several teams.

Therefore, when planning the date, it is better to ask:

“How much time does this specific production need?”

instead of:

“How many weeks in advance is the technology ordered?” 

What most affects the preparation time?

 The time needed to prepare the technology primarily depends on the number of elements that need to be designed, coordinated, and reserved. The more dependencies, the earlier it is worth starting the collaboration.

scale

A larger event usually requires:

• a larger amount of equipment,
• a larger team,
• more complex logistics,
• longer setup,
• additional rehearsals.

However, scale does not only mean the number of participants. An event for 500 people can be technically simpler than a production for 200 people with an elaborate stage, streaming, and many program points.

season

The availability of equipment and crews changes throughout the year. In busy periods, the same project may require earlier booking than in quieter times.

This is especially true for:

• weekends,
• the outdoor season,
• periods of many festivals,
• popular dates for corporate events.

The more inflexible the date, the more valuable it is to secure the contractor in advance.

number of systems

The sound system for a simple conference can be prepared relatively quickly. When the following are added:

• light,
• LED,
• video,
• cameras,
• streaming,
• stage,

each system must not only be prepared separately, but also integrated with the others.

It is the dependencies between the systems that increase the time of the project.

structures

Structures and rigging require advance planning, because they affect the placement of PA, lights, screens, and scenery.

It is necessary to check:

• geometry,
• suspension points,
• capabilities of the venue,
• order of assembly,
• collaboration of several departments.

If the project requires a specialized structure or a solution prepared for a specific space, last-minute booking of technology can greatly limit options.

artists and riders

The technical rider can completely change the initial assumptions of the execution.

The artist may require:

• specific PA,
• FOH,
• separate MON,
• IEM systems,
• specific consoles,
• microphones,
• backline,
• risers.

If the concert is an important part of the event, the rider should be provided to the technical company as soon as possible.

The detailed process describes the material what to do when the band sends the technical rider before the concert.

Small event or conference

A small event may require relatively short preparation, if the scope is simple, the venue is known, and the necessary equipment is easily available. It does not mean, however, that it is worth postponing the reservation until the last days.

A simple conference may include:

• system PA,
• microphones,
• presentation,
• basic lighting,
• producer.

If there are no structures, large multimedia, or unusual logistics, the project can be relatively simple.

The situation changes when the conference has:

• several rooms,
• many panels,
• translations,
• streaming,
• cameras,
• a large number of wireless systems.

Then the term "conference" no longer means a small implementation.

It is safest to start a conversation with the contractor right after confirming the date and venue. Details can be filled in later.

Corporate event and gala

A corporate event or gala is worth starting to prepare earlier than a simple conference, as they often combine several types of technology and many elements of the script.

A typical production may include:

• a host,
• presentations,
• a panel,
• videos,
• an award ceremony,
• a light show,
• multimedia,
• a concert.

A lot of work arises at the intersection of systems.

For example, a video must be:

• played from the appropriate source,
• shown on the screen,
• audible in the PA,
• possibly present in streaming,
• synchronized with the lights.

Therefore, the time needed is not only for reserving equipment but also for creating the technical script and conducting rehearsals.

The greater the role of multimedia, cues, and camera operation during the gala, the earlier it is advisable to involve the technical company in the production process.

Concert

For a concert, the timing primarily depends on the scale, the artist's requirements, and the availability of the necessary infrastructure. The day of the event itself is not only important, but also the time for rider advance.

After receiving the rider, it is necessary to verify:

• PA,
• FOH,
• monitoring,
• input list,
• stage plan,
• RF,
• backline,
• schedule.

If the required equipment is not available, it is necessary to:

• find an appropriate solution,
• propose a substitute,
• obtain the artist's approval.

All of this takes time.

For a concert organized as part of a larger event, it is also worth determining how much time is allocated for:

• setup,
• line check,
• soundcheck,
• stage change.

The fact that the concert lasts an hour does not mean that it is simply a one-hour element of production.

If the event is just being created, the basic workflow describes how to order professional technical service for the event.

A large outdoor event or festival

A large outdoor event and festival should be planned much earlier than a single small event, as the number of interdependent processes quickly increases.

It is necessary to plan, among other things:

• PA,
• the stage,
• structures,
• light,
• power,
• multimedia,
• transport,
• backstage,
• FOH,
• MON,
• RF,
• changeovers.

With many artists, there is an advance rider for each band.

With several stages, each may need:

• its own crew,
• its own system,
• a separate schedule,
• coordination with the main production.

A large outdoor production is therefore more similar to a logistical-technical project than to a one-time equipment rental.

If the festival date is confirmed, it is worth starting conversations with performers even before the entire line-up is closed. The system can be designed in stages, and the riders of subsequent artists can be included in the existing process.

The criteria for such production are described in more detail in the material how to choose a technical company for organizing a large music festival.

What takes the most time at the project stage?

The elements that usually take the most time are those that require many agreements or depend on other systems. The assembly of several devices can be quick, but the design of a large production requires a series of decisions.

Time-consuming tasks include:

• analysis of riders,
• design of the PA system,
• rigging,
• structures,
• multimedia,
• video routing,
• RF coordination,
• power,
• schedule of several teams.

A significant source of delays can also be data that arrives in stages.

Example: the company designs a stage for a conference, and then information about a concert appears. Then we have:

• backline,
• monitoring,
• PA,
• rider,
• soundcheck.

The project needs to be partially changed.

Therefore, starting work earlier does not mean that everything has to be final right away. It allows for gradual building of the technique and controlling the impact of new information.

When does a lack of time start to limit possibilities?

A lack of time becomes a problem when instead of choosing the best solution, one has to choose only from what is still available.

There may be a lack of:

• specific crew,
• system,
• console,
• construction,
• LED screen,
• transport,
• time in the venue.

With late booking, there may also be less time for:

• site visit,
• preparation of documentation,
• advance,
• programming,
• rehearsals.

This does not always prevent execution. However, it may change how it is designed.

For example, the planned configuration requires installation a day in advance, but the venue was only booked for the day of the event. Then you need either to increase the team or simplify the project.

The critical moment is not a specific number of days before the event, but the moment when the schedule and availability start to impose technical solutions.

What to do if the event is organized last minute?

When executing last minute, it is essential to quickly establish priorities and distinguish necessary elements from optional ones. It is not worth wasting time on details that do not determine the success of the event.

First, you need to provide:

• the date,
• the location,
• exact hours,
• the number of participants,
• the program,
• the necessary technical scope.

If there is an artist, the rider should be sent immediately.

The company should then check:

1. the availability of people,
2. the availability of equipment,
3. installation possibilities,
4. critical venue limitations.

With a very short deadline, it may be necessary to use a different solution than in a project prepared well in advance.

This does not have to mean lower quality. It is rather about consciously using available resources.

In such an inquiry, it is particularly important to limit the number of intermediaries and make quick decisions.

How to book a date when the details are still changing?

You do not have to wait for the final scenario to start the conversation and secure the date. It is worth separating resource booking from finalizing the entire project.

At the beginning, you can confirm:

• the date,
• the venue,
• the scale,
• the main scope,
• approximate needs.

Then, as the event develops, you refine:

• the scenario,
• the equipment,
• the number of microphones,
• multimedia,
• rider,
• schedule.

For example, for a corporate event, you can know from the start that you will need:

• audio,
• light,
• a screen,
• a crew.

However, you do not need to know the exact number of panelists yet or all video materials.

The most important thing is to clearly define which elements are confirmed and which remain tentative.

This also facilitates later collaboration with the technical company in organizing the event, as the project can be updated without starting each stage from the beginning.

If the event date is already confirmed, a natural first step is checking the availability of Art-Live technical support and providing basic information about the project. Details can be refined later during production.

Summary

It is best to order technical support for the event as soon as possible after confirming the date and basic assumptions. There is no need to wait for the final script, as the technical project can evolve along with the event.

The larger the scale, the more systems, structures, artists, and logistical dependencies, the greater the value of starting collaboration early. A large festival and a simple corporate event do not require the same preparation time.

The biggest risk of late booking is not the date in the calendar itself. The problem arises when the unavailability of equipment, people, or setup time limits possible solutions.Early booking primarily provides greater choice and more time to solve problems, before they become issues on the day of execution.

Frequently Asked Questions