The Logistics of Flawless Execution: Multi-Day Event Coordination Checklist

For a complex multi-day conference or corporate event, success isn't just about the keynote speech—it's about flawless logistical control from start to finish. This guide provides the essential checklist used by professional production managers to ensure seamless coordination and a successful event closeout.

The 5 Cs of Event Logistics: A Framework for Success

We manage every large-scale project using a proven framework: the 5 Cs. This ensures nothing is left to chance, from the initial concept to the final truck driving away.

• Concept: A deep understanding of the event's goals before any equipment is chosen.
• Coordination: Aligning all stakeholders—venue staff, client-side marketing, and our technical crew.
• Control: Meticulous management of schedules, load-in times, and on-site changes.
• Culmination: Flawless execution of the live event itself.
• Closeout: An efficient, safe, and on-schedule pack-up and load-out.

Your Essential AV Logistics Checklist

Use this checklist when planning your next multi-day event in Cape Town to ensure you've covered all the critical technical logistics with your AV partner.

Phase 1: Pre-Production & Coordination

• [ ] Has a technical site visit been completed by the AV project manager?
• [ ] Are all power requirements confirmed with the venue?
• [ ] Is the load-in/load-out schedule confirmed and approved by the venue?
• [ ] Have all presentation materials (slides, videos) been received and tested?
• [ ] Is the crew schedule created, confirming arrival times and roles for each day?

Phase 2: On-Site Control & Execution

• [ ] Are daily crew briefings scheduled to review the agenda?
• [ ] Is there a clear communication channel (e.g., radios) between the stage manager, show caller, and technical crew?
• [ ] Have all speaker soundchecks been completed?
• [ ] Is the technical redundancy plan in place (backup mics, laptops, etc.)?

Phase 3: Closeout

• [ ] Is the strike (pack-up) crew confirmed?
• [ ] Has the venue been cleared of all equipment by the agreed-upon time?
• [ ] Is a post-event debrief scheduled to review successes and areas for improvement?