Event technology checklist: 10 points that can save any event

It’s rarely the big technical systems that make events fail – it’s the missing adapter, the untested mic, the running order that only one person knows. After many years on event sites in North Rhine-Westphalia (NRW) and beyond, we’ve put our experience into a checklist. Ten points that make the difference when it really matters.

The 10 points that can save any event

1. Soundcheck and microphones. The entire sound system must be fully tested before the first guest is in the room – every mic, every channel. And: is there a spare mic ready? The one time you need it justifies all the times it sat unused in the case.
2. Lighting technology. Stage lighting, spotlights, colour changes – check everything in advance and have the scenes fully programmed. Building lighting moods on the evening of the event almost always goes wrong.
3. Direction and control. Who operates the technology, who gives the cues? Clear arrangements with hosts, artists and speakers belong in the running order, not in shouted instructions.
4. Power supply and circuit protection. Without power, nothing works. Lay cable runs neatly, distribute circuits sensibly, check the circuit protection – and plan an emergency power solution for critical departments.
5. Media technology. Presentations, videos, playback sources: test everything with the real files on the real devices. The missing HDMI adapter is a classic that can be avoided completely.
6. Stage and safety. Is the stage stable, are barriers in place, are the escape routes kept clear? Safety always comes before the show – without exception.
7. Network and streaming. At hybrid events, the internet connection is make-or-break. Check Wi-Fi stability, test the streaming path in advance and keep a backup line ready.
8. Staff and roles. From the sound engineer to the stage manager, everyone needs to know what they’re responsible for. At the crucial moment, unclear roles cost minutes that nobody has.
9. Backup plan. Plan B saves events when Plan A fails. Spare microphones, additional lights, an alternative presentation solution – all of this weighs little and helps a lot.
10. Running order for everyone involved. It’s not just the director who needs it. Hosts, artists and helpers also need to know what happens when – ideally in writing and with times.

Why this list works

None of these points is complicated. But in the stress of an event day, without a system, it’s precisely the things that seem trivial that get lost. We’ve seen often enough how a single skipped check would have thrown an entire show off balance – and how uneventfully the evening goes when everything has been ticked off beforehand. That’s exactly how it should be.

On the safe side with photon

We don’t just supply event technology, but also the structure around it. For every project, we draw up an individual checklist – tailored to the venue, running order and audience, from a small company party to an international trade fair. If you’d rather plan your next event with a system than with luck, get in touch.

We describe the mishaps we’ve already come across in practice, and how to avoid them, in How to avoid technical glitches. You can also read about what matters specifically in the open air in our article Open-air events: what matters in wind and weather. And the guide Organising an event: 7 steps to a successful corporate event shows how to structure your event from the outset.

Related: Event equipment hire – equipment and daily rates at a glance.