Why do you need to conduct a tech rehearsal? How can you do a good one?
If you've done events before, then tech rehearsals are something that you're probably familiar with. But if you're not sure what a tech rehearsal is or how to conduct one, don't worry - we're going to explain everything! Conducting a good tech rehearsal ensures that your event goes off without any glitches. In this post, we'll tell you why you need to do a tech run and provide tips on how to do it successfully. Let's get started!
What is a tech rehearsal and what does it entail
A tech rehearsal is an important part of events management. It is a dry run of an event that helps to identify any potential technical problems that may arise on the day. It is the process where all the technical elements are put in place and tested. This can include setting up the stage, testing the lighting and sound systems, running your speakers’ presentations, and basically ensuring everything works properly before your guests arrive.
What are the benefits of doing one?
Why wait till there is a problem? Testing your technical setup can save you time (and stress!) as it gives you and your team a chance to iron out any last-minute problems before the event takes place.
A tech rehearsal helps you see where there are issues within your program
Running a tech rehearsal is essential for ensuring that your program runs smoothly. Nothing is worse than discovering you forgot a transition and there is dead space on stage. By walking through the program, you can eliminate this and learn where there are moments that need coverage, changes, or quick fixes.
It helps your speakers feel confident
A tech rehearsal is especially important for events where speakers and presenters are involved, as it gives them the chance to familiarise themselves and be comfortable with the venue and equipment.
💡 ELE Tip:
Oftentimes speakers have preferences on what type of microphone they like. You can set yourself up for success by having options or by informing your speakers ahead of time of any limitations.
It allows your A/V team to be more creative, amplifying your whole program
A tech rehearsal with your A/V team allows them to better understand your vision and be more creative in how they support your program. For example, in one of our past events, an A/V technician suggested we move one of the speakers to a different location in the room. This small change made a big difference in the acoustics and overall flow of the event! With this, remember to use tech rehearsal as an opportunity to tap into your team's collective creativity. You might just be surprised by what they come up with!
How to conduct a good tech rehearsal
A tech rehearsal is a chance for the whole team to get together and run through the event from start to finish, making sure that everyone knows their roles and responsibilities. To make a good one, the rehearsal should be conducted at the same venue as the event so everyone is familiar with the layout and equipment.
When everything is set, the first thing to do in a tech rehearsal is to ensure you have enough time to test everything properly. You don't want to be rushing through the process and missing something important. Second, start with the basics and work your way up. Test each element individually before putting them together. Third, always have a backup plan in case something goes wrong.
💡 ELE Tip:
Always have music on hand and a "Voice of God" microphone handy. Sometimes issues are unavoidable – it's the event industry! A great way to help set your event up for success is to have a microphone dedicated to the "Voice of God." This allows you to make announcements if there are issues and who doesn't like an impromptu dance party to liven up the room?
Last but not least, be patient! Nothing makes a rehearsal better than a thorough Run of Show or ROS! This is a process that takes time and should not be rushed. Having your plan mapped out for all in the room is essential to a successful rehearsal and, ultimately, your program.
After the rehearsal, there should be a debriefing session where everyone can give feedback and suggest any improvements. With a good tech rehearsal, you can be confident that your event will go off without a hitch! While there is no one-size-fits-all approach to running one, we are always happy to share our expertise with our clients!
If you need help in planning an event, get in touch with Team ELE and see how we can help you make it a success. You can email us at hello@erinleonardevents.com or follow us on social media, where you can see more tips, best practices, and industry updates!
