Behind the Scenes: The Show Caller’s Pre-Show Playbook

The success of any event starts long before the lights come up and the audience arrives.

Pre-show production is where the foundation is laid, ensuring that every element is in place for a flawless execution.

For show callers, this phase is crucial.

Let’s dive into the key steps to master pre-show production and set the stage for a successful event.

GATHER ESSENTIAL INFORMATION

The first step in pre-show production is collecting all necessary information:

Crew Names and Roles

Know who is on com and their roles. Keep this list handy until you memorize them.

VOG Scripts

Whether live or pre-recorded, always have a script ready with correct verbiage and phonetics.

Run of Show

Have a clear outline of the event’s schedule with all technical cues.

Content Round-Up

Ensure you have the latest versions and timings for all slides, videos, scripts, and music.

Production Schedule

Review crew call times, rehearsal schedules, and show times with the producer and technical director.

Stage Blocking

Identify placements of people, props, or furniture.

Department Check-Ins

Work through all departments ensuring presets, assets and show looks are ready for playback at the right time.

Crafting Your Run of Show

At Cue Catalyst, we believe flawless execution is no accident; it’s the result of thorough planning. Your Run of Show (ROS) is the blueprint that makes it all happen.

Organizing this wealth of information calls for an efficient system. A customizable template with dedicated columns for each department’s cue notes and item numbers ensures smooth coordination. This setup clarifies cues and timing throughout the event, helping everyone stay on the same page. Adaptability is crucial; every event has its unique demands. Don’t hesitate to tweak your template to fit your team’s specific needs.

Adding a color-coding system enhances clarity. It allows engineers and other crew members to quickly locate vital information, even in low-light conditions. Whether you use Excel or specialized software like Shoflo, the goal is to organize details concisely and effectively.

Beyond the basics, a well-crafted ROS includes backup plans. Identify potential trouble spots and have solutions ready. This foresight turns chaos into calm, allowing you to handle unexpected hiccups with ease. Also, include time buffers in your schedule. These give you wiggle room for any last-minute changes or delays without throwing off the entire event.

Moreover, integrating a feedback loop into your ROS process is invaluable. After each event, gather insights from your team. What worked well? What didn’t? Use this feedback to refine your approach continually. This cycle of constant improvement keeps your events running smoothly and your team sharp.

In essence, your ROS is more than just a schedule; it’s a living document that guides every aspect of your event, ensuring that every cue is hit, every transition is smooth, and every moment is memorable. With the right preparation and a bit of creative thinking, you can turn any event into a seamless, engaging experience.

TECH REHEARSAL: THE FINAL CHECK

A thorough rehearsal is crucial to identify and fix any potential issues:

Paper Tech

Before getting on com, sit with the producer to go through the show. Ensure you capture their vision and ask any last-minute questions before gathering the crew.

Crew Check-In

Confirm everyone is on com and has the latest ROS at their station.

Technical Cue to Cue

Once all crew members are ready, brief them on the plan. Start from where the rig and stage will be set when doors open, and go through all technical cues from start to finish.

Things to Watch For

• Listen carefully to all VO playbacks. Check for quality and correct pronunciation. It’s a good idea to have the client confirm pronunciations before the presenter’s rehearsal.
• Watch all videos in full, paying extra attention to transitions. Ensure all are clean and mindful of long video tails in black or false endings.
• If bodies are not available for blocking, call out stage moves so the camera director and operators can practice shots for stage entrances and exits.
• If the event is fully scripted, read the script as you go. Note any audience recognition that may require houselights adjustments.

KEY TAKEAWAYS FOR A SMOOTH PRE-SHOW

Stay Organized

Keep all your information and tools within reach. Knowing exactly where everything is can save precious time and prevent unnecessary stress.

Communicate Clearly

Make sure your team knows what’s happening at all times. Clear instructions and regular updates keep everyone on the same page and ensure the event runs smoothly.

Adapt on the Fly

Be ready to tackle any changes or surprises that come your way. Flexibility is your best friend in live events, so stay nimble and think on your feet.

Maintain Calm

A calm demeanor goes a long way in managing the show. Your team will look to you for guidance, so stay composed and handle any hiccups with grace.

By following these steps, you’ll transform every aspect of your event into a well-oiled machine. Each element meticulously planned, every detail accounted for, ensures a smooth and seamless execution. When the curtain rises, your preparation will shine through, turning potential chaos into a flawless performance.

A well-prepared pre-show doesn’t just set the stage; it builds the foundation for success. Your calm, collected approach will ripple through the team, creating an atmosphere of confidence and readiness. Remember, the magic of a successful event starts long before the lights come up. Embrace the pre-show phase with precision and creativity, and watch your events come to life in the most extraordinary way.