A backstage crew is running their part of the event in a parallel universe. If everything was rehearsed then things should fall in place. The professionalism of a backstage crew happens when things don’t go exactly according to plan. I stage managed an event where the client (who refused to rehearse) came in through the back door of the ballroom, took the stage and welcomed everyone to the yearly employee competition. He totally blew off a video that was going to set him and the event up. Before i could even get the words out of my mouth my backstage manager said she had the first team ready to go when he introduces them. A moment later that’s exactly what he did!

Producing a seamless live show hinges on super high level backstage coordination and smooth transitions. Begin by establishing clear communication channels, utilizing headsets, walkie-talkies, or hand signals to keep the team connected. Conduct thorough rehearsals, emphasizing transitions to identify and resolve any potential issues ahead of time. Create a structured cue system, ensuring every crew member is aware of their specific roles and timing during the performance. Maintain a steady flow of information, fostering a cooperative environment where team members can quickly adapt to any changes. With meticulous planning and collaboration, your live show can run without any major issues. Break a leg!

Transitions can make or break your event. Even with amazing content, bad transitions will make you look like amateurs. To ace them: - Cohesive Vision: Keep the big picture in mind from the start. Transitions should feel smooth and intentional. - Clear Plan: A solid run of show is your best friend—assign every cue and task clearly. - Constant Communication:Keep front and back-of-house teams in sync, following the stage manager’s cues. - Rehearsals:Even simple transitions need a quick backstage huddle. For bigger events, run cue-to-cue. - Tech Savvy:Use lighting, sound, and video to your advantage—just double-check those cues! When transitions are on point, your event will shine, and your team will look like pros!

Rehearsal is key. Having time to figure out the smoothest transition and then being able to practice it can make or break that transition. Being able to talk via comm and get through even if something does go wrong and pivot can be vital. Having a strong showcaller/stage manager to facilitate the client's vision and lead the team to coordinate the transition.

Besides the obvious- like using headsets, rehearsing, transition, two things I don’t see as often enough and two things that I always do myself: 1. Use crew members names as much as possible on headset. Using crew members names ensure catching their attention at crucial moments. 2. Rehearse failures & redundancy implementations. Redundancies are back up plans, yes, but if not rehearsed, they will not go smoothly if/when needed. We cannot have such hubris as to assume we will never need our contingencies, or if we do, that we will execute them smoothly w/o having rehearsed them. When rehearsed, pivots to redundancies (such as a back up video playback after failure of a primary video playback) will not be as noticeable to an audience.