Event Production Checklist: From Pre-Production to Post-Event

8 June 2026 • John Barker

The difference between a smooth event and a chaotic one usually comes down to preparation. This checklist covers every phase of event production so nothing falls through the cracks.

Event venue setup

Phase 1: Pre-production (4–8 weeks out)

Planning & logistics

Confirm event date, venue, and load-in/load-out times
Define the event format (live, hybrid, virtual, broadcast)
Establish the budget and allocate across departments
Book key crew: show caller, TD, stage manager, AV team
Confirm catering, accommodation, and transport for crew and talent
Arrange insurance and permits if required
Set up a shared communication channel for the production team

Content & creative

Confirm the running order and segment list
Identify all presenters, performers, and guests
Commission or source all video content (VTs, intros, sponsor reels)
Design graphics package (lower thirds, title cards, transitions)
Write scripts for any presented segments
Plan and design stage set, lighting rig, and scenic elements

Technical planning

Create a technical specification and equipment list
Confirm power requirements with the venue
Plan camera positions and shots
Confirm audio requirements (microphone count, playback, comms)
Plan network and connectivity (Wi-Fi, hardwired, streaming upload)
Set up the rundown with timing, cues, and notes for all departments

Phase 2: One week out

Final preparation

Distribute the run of show to all crew and stakeholders
Send call sheets with venue details, call times, and contacts
Confirm all pre-produced content is delivered and reviewed
Test all streaming and broadcast infrastructure
Confirm presenter availability and share their schedule
Run through the show with key team members (table read)
Prepare contingency plans for critical failures (backup slides, backup audio, etc.)
Print any essential documents (emergency contacts, venue maps)

Phase 3: Load-in & tech rehearsal

Load-in

Arrive at the venue and confirm load-in access
Verify power and network connectivity
Set up staging, scenic elements, and signage
Rig and focus lighting
Set up audio: FOH, monitors, microphones, comms
Position cameras and run cables
Set up graphics and playback systems
Test all video sources and confidence monitors
Configure streaming or broadcast output

Tech rehearsal

Walk through the entire show cue by cue
Test every video, graphic, and audio cue
Check all microphones with actual presenters (or stand-ins)
Verify comms are working for all crew positions
Test confidence monitors and teleprompter feeds
Check lighting for each segment and transition
Run through any complex transitions or set changes
Test the backup plan — what happens if a video doesn’t play?
Update the rundown with any changes from rehearsal

Phase 4: Show day

Before doors open

Crew call — brief the entire team on the day’s plan
Final equipment check: audio, video, lighting, comms
Confirm all presenters have arrived and are briefed
Run through any last-minute changes to the run of show
Test streaming/broadcast feed one final time
Ensure all backstage areas are set (green room, quick-change areas)
Confirm catering is on schedule
Open comms and do a final roll call

During the show

Show caller leads the show from the rundown
Stage manager coordinates talent and floor movements
Monitor live timing — track over/under for each segment
Capture any issues or changes for the post-event debrief
Keep a text or comms channel open for real-time updates
Stay calm — the audience doesn’t know the plan, so deviations are invisible

After the show

Confirm any recording or stream has been saved
Back up all show files and recordings immediately
Begin load-out per the venue schedule
Secure all rental equipment for return
Thank the crew and talent

Phase 5: Post-event

Wrap-up

Conduct a post-event debrief with the production team
Review timing data — which segments ran over/under?
Gather feedback from crew, clients, and stakeholders
Archive the final rundown, scripts, and graphics for future reference
Process invoices and close out the budget
Share highlights, recordings, or photos with stakeholders
Document lessons learned for next time

Using this checklist

Not every event needs every item on this list. A small corporate meeting won’t need a lighting rig or camera positions. A major broadcast will need all of this and more.

Use this as a starting point and adapt it to your event’s scale and complexity. The goal isn’t to check every box — it’s to make sure you’ve thought about every aspect of your production before show day.

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John Barker

CEO & Co-Founder, Rundown Studio