Separate four different jobs
An equipment check confirms that the installed system works. A soundcheck sets up the people and sources being heard. Presenter practice covers microphone use, slides and movement. A technical rehearsal checks cues and transitions in performance order. Calling all four ‘soundcheck’ can hide a large amount of work.
| Stage of preparation | What must be available |
|---|---|
| System checks | Installed equipment and the technical team. |
| Soundcheck | Performers or presenters, instruments and playback. |
| Cue rehearsal | Final files, running order and the people giving cues. |
| Run-through | The agreed programme and everyone needed to rehearse it. |
Schedule the difficult transitions first
Look for moments involving several changes: a video followed by a panel, a band changeover or a presenter joining remotely. Give those moments explicit rehearsal attention. Repeating an opening speech three times does not prove the transition to the next session works.
Confirm when each participant can attend. If a key presenter arrives shortly before doors, share that constraint early and agree what can be checked beforehand and what still needs their involvement. Do not silently use the audience arrival period as spare rehearsal time.
Protect time to fix what rehearsal finds
A rehearsal that ends exactly as doors open leaves no room to respond to a problem. Build a realistic gap for agreed adjustments, resetting the room and a final team briefing. The size of that gap should be discussed with the technical team, not copied from another event.
When access is limited, reduce uncertainty before arriving: deliver final files, confirm the layout and rehearse non-technical parts elsewhere. If the schedule still does not fit, change the plan with the venue and supplier rather than assuming everyone can work faster.
Put it into practice
Check the draft schedule
- Are setup and testing separate from rehearsal?
- Are the required people and final files present?
- Is there time to act on rehearsal notes before guests arrive?
Technical references
Manufacturer and official guidance behind the technical points in this article. Follow the instructions for the specific equipment and the arrangements agreed with your venue.
Help with the job
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