Large Event Production Planning Guide
A comprehensive framework for planning events from 1,000 to 75,000+ attendees
Production Timeline Framework
Large-scale events require structured timelines that account for venue booking, equipment procurement, crew scheduling, and regulatory compliance. The timeline varies based on event scale, but enterprise productions typically require 6-12 months of advance planning.
Timeline Milestones
Venue selection, date confirmation, initial budget
Production partner selection, technical design begins
Equipment specification, crew booking, permit applications
Technical drawings, rigging calculations, safety planning
Final specifications, load-in scheduling, crew confirmation
Site surveys, final walk-throughs, contingency planning
Equipment delivery, installation, testing, rehearsals
Vendor Coordination Strategy
Enterprise events require coordination across multiple vendors: staging, lighting, audio, video, rigging, power, and specialty equipment. A single production partner who can manage multiple disciplines reduces coordination overhead and risk.
Checklist
- Identify single-source vs. multi-vendor approach
- Establish clear communication protocols
- Define scope boundaries between vendors
- Create shared technical documentation
- Establish load-in/strike priority sequence
- Confirm insurance and liability coverage
- Document emergency contact hierarchy
Need Help With This?
Our team can guide you through these considerations for your specific event.
Technical Requirements Documentation
Comprehensive technical documentation prevents costly changes during load-in. This includes stage plots, rigging plots, power distribution plans, and signal flow diagrams.
Checklist
- Stage dimensions and weight capacity
- Rigging points and load calculations
- Power requirements (single-phase, three-phase, generator)
- Audio coverage and SPL requirements
- Video resolution and viewing distances
- Lighting positions and fixture count
- Cable runs and signal distribution
- Backup and redundancy systems
Budget Framework for Large Events
Production budgets for large events typically represent 15-30% of total event cost. Understanding cost drivers helps optimize spend without compromising quality.
Budget Categories
Stage structure, decking, stairs, barricade
Fixtures, control, truss, power distribution
PA systems, monitors, wireless, processing
LED walls, projection, cameras, switching
Motors, truss, hardware, engineering
Crew, operators, engineers, supervision
Need Help With This?
Our team can guide you through these considerations for your specific event.
Risk Management Framework
Large events carry significant risk. A structured approach to risk identification, mitigation, and contingency planning protects both the event and the organization.
Checklist
- Weather contingency plans for outdoor events
- Equipment redundancy for critical systems
- Crew depth for key positions
- Emergency communication protocols
- Medical and safety personnel requirements
- Insurance coverage verification
- Regulatory compliance documentation
- Evacuation and emergency procedures
Ready to Put This Into Practice?
Our production team has the experience to help you execute these best practices for your next event.
