How Artists Can Connect with Event Planners & AV Teams for a Smooth, Stress-Free Show
Every great show is like a dance — the artist, the event planner, and the audio-visual crew all moving in sync to create something unforgettable. The audience only sees the magic on stage, but behind the scenes there’s a whole team making sure every note, every spotlight, and every cue falls perfectly into place.
If you’re an artist, the way you communicate with your event planner and AV operators can make all the difference between a good night and a standing ovation. Here’s how to keep the rhythm flowing from start to final bow.
1. Share Your Story Early
Before the lights go up, let your team see the heart of your performance.
- Tell your event planning team what the show feels like, not just what happens.
- Share past clips, mood boards, or even playlists so they can pass that vibe along to the AV crew.
Great read: How to Brief Your AV Team – Event Manager Blog
2. Map Out the Flow Together
A simple run sheet is like a treasure map for your crew.
- Write down the order of songs or acts.
- Mark where special lighting and sound effects come in.
- Add little notes for audience moments so the AV team knows when to stay sharp.
More tips: Creating a Run of Show – MeetingsNet
3. Make Friends with Soundcheck
Think of tech rehearsal as your safety net.
- Arrive with enough time to test every mic, light, and cable.
- Use this time to agree on little cues or signals for when you need something mid-show.
- Ask the crew how it sounds from their end — they often hear things you can’t.
Why it matters: The Importance of Soundcheck – Shure
4. Keep the Lines Open
On show day, things move fast. Having one clear point of contact can save everyone’s sanity.
- Decide who will pass on changes — you, your manager, or a bandmate.
- Keep instructions short and clear — no complicated jargon.
- Radios, in-ear monitors, or even WhatsApp groups can keep everyone synced.
Ideas here: Event Communication Tips – BizBash
5. Be Ready to Improvise
Live events have a mind of their own — and that’s part of their charm.
- Stay open if the crew suggests tweaks to make the show smoother.
- Remember, the live event production team wants you to shine — they’re your allies.
Related read: Building Relationships Between Artists and Crew – Stage Directions
6. End on a Thank-You
When the lights go down, take a moment to thank the people who made it happen.
- A quick hug, handshake, or message goes a long way.
- Tag your crew in your social posts — it’s a win-win for everyone’s portfolio.
- And if you loved the teamwork, reach out to book them for your next gig before someone else does.
More on it: Building Long-Term Event Team Relationships – Eventbrite
✨ Final thought:
At the end of the day, great shows happen when everyone — on stage and backstage — feels like part of the same story. Share your vision, trust your crew, and remember: the smoother the communication, the easier it is for the magic to happen.