Ever been at a conference where the CEO walks on stage…and the slides don’t load? It's always awkward, especially when they start to improv. That’s what happens when you skip tech rehearsals. At Clarity Experiences, we see them as the insurance policy for your show. The gear might be flawless, but without a rehearsal, the experience isn’t.
Think of a tech rehearsal as the dress rehearsal for your event or conference. It’s where presenters feel the lights, crews sync with timing, and the show caller ensures it all glues together. When event planners hire an AV partner, they're expecting audio-visual production. AV alone is just lights and sound. Production is storytelling, blocking, and making the room come alive. The two work best when rehearsed together, but there's different kinds of rehearsals.
This is the crew-only rehearsal. No clients, no presenters. The team sets graphics, lighting, and timing while following detailed cue sheets. In our Show Book Example Cue Sheet, you can see how every cue is color-coded and every note is tracked so the crew runs like a machine. This sheet is a powerful visual that shows planners exactly why rehearsals matter, as it connects every cue to every moment so the production runs flawlessly.
This is where the magic happens for speakers. They step on stage, test their mic, get used to the lights, and learn where the downstage monitors are. It also can be where we coach pacing and stage blocking, depending on the amount of rehearsal time. The goal: presenters feel confident and comfortable instead of nervous about the tech.
This is the entire show, start to finish. Videos, stage changes, walk-ons, transitions, everything. It’s higher cost because the whole crew is present, but the value is priceless. The Timeline Pre-show Example PDF shows how technical run-throughs and presenter dry runs are scheduled together so nothing is left to chance.
Rushing or skipping rehearsal is the fastest way to add risk. We’ve seen it all:
For one general session, the entertainment band skipped rehearsal and only did a quick mic check. Because lighting cues and timing were never tested with them, the crew had to adjust everything live during the show. It ended up being just fine because we have a stellar crew but that potential risk disappears when rehearsals are done right.
An example of a potential problem that was successfully addressed during a rehearsal was when the wrong stage furniture was ordered for a conference. It looked great, but it turned out to be heavy house furniture instead of the lightweight pieces designed for quick changes. In the tech rehearsal, our crew discovered it took twice as many people and double the time to move it. That single detail could have derailed the panel session scheduled right after the keynote, but because we caught it in rehearsal, we adjusted and kept the show on track.
Every well-produced show has two key leaders: the show caller and the technical producer, working in sync to keep everything on track. The show caller is the conductor of your event. They’re thinking about the audience experience, not necessarily the equipment. That’s why they should be part of the planning process from the start. The Timeline Pre-show Example PDF highlights tasks like production meetings, show flow, and content deadlines that a show caller uses to keep everyone on track.
As seen in the photo above, front of house (FOH) is the control hub at the back of the audience where the show caller directs the event in real time. The technical producer lives backstage in back of house (BOH), managing the gear, crew, and logistics. In short, the show caller focuses on the audience experience while the technical producer keeps everything behind the scenes running smoothly.
Here’s the quick differences:
Every cue, every note, every presenter order. This is how the crew knows exactly what to do.
Who is doing what, and when. This keeps planners, producers, and crews aligned.
A calm space for presenters to polish slides and run content without the pressure of being on stage. This room alone can save so much money for organizations because they don't have to pay for everyone to sit around while they change slides around during a presenter tech rehearsal. We can't recommend a speaker lounge/speaker ready room enough!
Yes, rehearsals cost money. You’re paying the crew to be in the room. But what’s the alternative? Lost time on stage, awkward delays, technical mistakes, or worse: rattled presenters who never recover their flow. Rehearsals are a fraction of the cost compared to the damage of a live mistake. As Clarity's show caller and executive producer, Julie puts it: “It’s not just for you. Rehearsals make the crew seamless so you can be flawless.”
A crew tech rehearsal is for the production team only. It sets lighting, audio, graphics, and timing cues without presenters in the room. A presenter tech rehearsal brings the speaker on stage to test microphones, practice stage blocking, and get comfortable with monitors and lighting.
See it in action: The Show Book Example Cue Sheet shows how cues are planned for the crew.
A cue-to-cue is a full show run-through. It covers every transition, video, stage change, and presenter hand-off, allowing both crew and presenters to experience the event in real time.
Proof: TheTimeline Pre-show Example PDF schedules technical run-throughs with presenter rehearsals together.
A quick tech check may take 20–30 minutes per presenter. A full cue-to-cue rehearsal can run an hour or more depending on the program’s complexity.
Without rehearsals, presenters may struggle with lights or stage flow, crews may miss video or lighting cues, and stage changes can take longer than expected. Skipping rehearsals increases the chance of awkward delays, technical glitches, and stressed presenters.
Example: Cue sheets include exact video and lighting instructions to prevent errors.
As early as possible. Ideally, when planners first start meeting with producers. A show caller shapes stage flow, audience experience, and presenter comfort, not just the technical side.
Check it out: The PRESHOW timeline shows early production meetings and deadlines.
A tech rehearsal isn’t about perfection. It’s about preparation. It’s how your crew syncs, your presenters shine, and your show caller ensures every moment lands. Live events will always carry risk, but rehearsals turn chaos into confidence.
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