Whether it’s a 20-person boardroom or a national roadshow, great events are built on thousands of tiny decisions, and often the best ones happen behind the scenes. So we asked around at AV1 HQ and across the crew for their best advice - real tips that help elevate events and make your life as a planner a little easier.
Here are 15 tips from our creative production experts to help you plan smarter, collaborate better, and reduce stress from bump-in to sign-off.
Give yourself the creative space to let your event concept grow naturally and collaboratively. Begin with research, keywords, and inspirational visuals to spark ideas and guide the early direction. From there, start to shape the vision and share the thinking informally with internal stakeholders, planting seeds, gathering perspectives, and building that all-important early buy-in.
Imprint Awards 2025 in Foundation Hall, Museum of Contemporary Art Australia
A floor plan isn’t just for venue logistics; it’s a north star for every department involved. It shows your production team exactly where the gear goes, tells catering how service will flow, helps stylists with placement, and reassures you that everything fits. It’s the blueprint for the vibe and the functionality. No more guesstimating table spacing or second-guessing sightlines.
No matter how perfect your run sheet is, things shift. Having even a 15–30 minute buffer in your agenda or rehearsal schedule is the difference between panic and professionalism. A calm crew = a confident event.
Just like venues, the best tech crews get booked well in advance, especially in peak season. Early confirmation gives you more options, more support, and the luxury of working with people who know your brand inside out. Don’t settle for who’s left. Book who you want.
We can’t count the number of times we’ve seen amazing creative ideas that just weren’t feasible in the chosen venue, or would’ve been, with a few tweaks. Involve your production partner during the concept and venue selection stage. We’ll help flag risks, recommend tech, and find the best ways to bring your ideas to life.
Ausgrid Awards 2024 in Harbourside Room, Museum of Contemporary Art Australia
If something is keeping you up at night (budget pressure, a complicated speaker, a change in format) tell your Producer. We’re not just here to plug things in. We’re here to help you solve problems, offer backup plans, and take pressure off wherever we can. Open communication builds better events.
Not all screens are created equal. LED, widescreen projection, 16:9, ultra-wide... If your content hasn’t been designed with your display format in mind, you might end up with cropped logos, pixelated slides, or awkward transitions. A quick check with your production team can save hours of edits and protect your brand’s polish.
Not all mics work for all speakers or presentations. A lapel mic offers freedom but can be tricky with jewellery. A handheld gives great sound but can be distracting for nervous speakers. Your production team can advise what’s best depending on the room, format, and speaker preference.
Hangry crew = unhappy show. We’re not just saying that because we love catering (we do). When your crew is fuelled, hydrated, and looked after, you’ll get their best focus and their best work. It’s a small thing that makes a big difference to morale and performance.
Sohn Hearts and Minds Conference, Adelaide Festival Centre
A good run sheet should leave nothing to chance. Include clear timings, cue points, and who’s responsible for each element. Note when a mic goes live, when the lights should fade, and when to switch content. You’ll be amazed at how smooth things run when everyone’s on the same script.
Even a short rehearsal helps iron out glitches, reduce nerves, and give your presenters confidence. It’s not just about testing mics, it’s about syncing the flow, adjusting cues, and getting the vibe right. A little run-through = a big win on show day.
If you're running a hybrid or livestreamed event, remember: it’s not just "add camera and go." You’ll need reliable internet, switching gear, a director to cue remote presenters, and someone to manage the broadcast. Treat it like a second audience with their own experience and budget accordingly.
Lighting doesn’t just make things look pretty, it creates emotion, focus and energy. It highlights speakers, sculpts sets, and brings your theme to life. You don’t need a huge budget for impact, just a thoughtful approach. Underlighting, gobos, moving heads, colour washes - ask your production team what’s possible.
When you’ve got multiple cues, a big room, or a fast-moving agenda, comms systems (aka “show call” radios or headsets) help the tech team stay in sync. The Producer or Stage Manager can direct cues in real time, which means tighter transitions and smoother execution without shouting or signals.
If you want post-event video for social media or internal comms, plan it like any other element. Decide in advance what you want to capture, who’s filming, and how it will be used. A few extra minutes of prep can give you weeks of valuable content to share and maximise your event’s lifespan.