5 Backstage Elements That Keep Large Events Running Smoothly

You’re watching a conference opening session and a quick, fleeting thought starts to spiral: “How was this stage built? Where would you even start? How do you get the content on the screens? How does sound travel from microphones to speakers?” Before you get too overwhelmed, we’re here to make it make sense.

The quick answer: it’s the crew you didn’t see. At Cvent CONNECT 2025, we walked planners through the back-of-house to show them what actually makes a production land. So the next time you wonder what it takes to pull it off, here are five elements that keep big rooms polished and show ready.

1. Building the Room: Rigging, Truss, and Crew Power

“Rome wasn’t built in a day.” The same goes for live events. They are built in phases, starting with hundreds of cases and an endless amount of cabling. We set the truss at working height first so lighting, projection, and cabling can be installed safely, then raise it into position. For this main stage, the crew included 12 riggers, 29 operators, 26 stagehands, and 15 support staff working across multiple days.

If you want a reliable load-in, schedule enough hours and lock the design early so procurement and prep can keep pace. Most events of this scale require several days of setup, so communicate with your production partner and venue as early as possible about load-in windows and timing.

2. Content Standardization That Cuts Complexity

Let’s talk screens. Every event has different goals for both intent and content. Believe it or not, speakers bring different files types and formats. Chaos. For this year’s show, we worked with the client to standardize everything in a 16:9 aspect ratio. That choice made organization easier, reduced costs, and eliminated the need to create custom-sized videos or slides. When you have presenters from both inside and outside the organization, avoiding odd aspect ratios becomes a big deal.

Clarity Tip: Get every presenter to start from the same template. Publish specs early, share a branded deck kit, and enforce it. You’ll save hours and cut down on errors.

3. Audio and Broadcast: Two Mixes, Zero Mistakes

Sound travels pretty slow but it goes everywhere. In a room with less carpeting and more harder surfaces, you need to spend more time thinking about how sound will reverberate off of everything. In this room, we used over 48 speakers in specific zones so audio arrives in time at the front and the back. This way, the in-room mix stays clean. 

Quick note: Always remember that your attendees will defuse a lot of the sound, so don't judge an empty room by it's echoeyness. You can quote that. 

Streaming: For those looking to stream your event to a virtual audience, the livestream needs a different mix, so a separate broadcast console to handle voices plus audience mics for claps and laughs.

Wireless: Don't sleep on this. Every wireless device needs a frequency to transmit to, so you'll need an RF coordinator to prevent dropouts or one room’s clicker from advancing slides in another. For this event, we mapped 14 wireless mics and 30+ belt packs to safe frequencies.

4. Projection and Calibration: Bright, Redundant, Color-True

Projection vs LED can be a great debate, but in the event you choose to go with projection, here are some tips. Projection can be the right call when it's planned for reliability. At CONNECT 2025, we ran 30,000-lumen projectors in double stacks. Two units drive each screen at once, so if one fails, the other covers without a visible dip. Each morning the team realigned the stacks and color-balanced to cameras and key light. That keeps whites neutral and brand colors consistent on video and in person. Our media server sliced files so content mapped perfectly across five identical 18’ x 32’ screens.

5. Back of House & Stage Management: Where the Show Happens

Backstage (back of house) is the command center. Operators run graphics, playback, teleprompter, cameras, and records in sync with the show caller. Here’s what we had backstage for this show, and what we use for most shows of similar scope:

• Records techs captured 30 simultaneous records, including 12 ISO channels. ISO means isolated feeds for each camera or graphic so edits are easy later.
• Graphics ops advanced slides to script. They ensured playback cues rolled on time.
• Teleprompter op to made revisions based on rehearsals and last-minute changes.
• Camera ops ran manned positions and PTZ units. PTZ means pan-tilt-zoom cameras controlled remotely to grab multiple angles without another operator.
• Stage manager controlled traffic. At this show, they were responsible for checking mics, notes, and presenter confidence before every walk-on.

Key Takeaways for Event Planners: FAQs

Is projection bright enough for a large general session?

Yes. With high-lumen units in double stacks and daily convergence, projection is bright enough, often cheaper than LED, and reliable for many big rooms.

Why enforce 16:9 for all presenters?

Standard files reduce re-authoring, speed reviews, and cut risk with sponsors and external speakers. It's an easier way to streamline the content creation and deliverability for your event.

What is an ISO record and why does it matter?

ISO is an isolated recording of a single source. Editors can rebuild moments cleanly since each camera and graphic is captured on its own track.

How do you keep sound clear in a cavernous hall?

Distribute speakers and align delay zones so audio arrival times match. Pair that with a separate broadcast mix for viewers at home.

Work With Clarity Experiences

What looks simple on stage is the outcome of standards, sequencing, and people in the right seats.

If you want your general session to run at this level, click below to contact us for a free quote!