Thomas Sterner, DES
Chief Event Officer @ Complete Meeting Production Services | Live Event Executive Producer | Producer | Event Production | Freelance Project Management | Freelance TD | Freelance Stage Manager
June 13, 2025
In the world of live events, there are many moving parts. But if there’s one constant that separates seamless productions from the stressful ones, it’s this: tech checks and rehearsals aren’t optional they’re essential.
Yet, in the rush to finalize content, meet deadlines, and juggle shifting priorities, the idea of a proper tech check can often feel negotiable. Let’s be clear: it’s not.
Why a Tech Check Isn’t Just a Box to Check
A full program tech check commonly known as a “paper tech” is where the show starts to breathe. It’s the opportunity for the show caller and crew to align on every cue, every transition, and every contingency. From slide changes and video playback to microphone handoffs and lighting looks, it’s all reviewed, timed, and locked.
Show callers need this time. It’s when we test not only the gear, but the flow of the show itself:
• Can we realistically clear the stage and reset in 30 seconds?
• Does the lighting look complement the presenter’s content or wash them out?
• Are audio cues timed cleanly with media starts?
• Are we aligned on who’s calling what, and when?
Without this time, the team is left to improvise under pressure and that’s when things fall apart.
Familiarity = Confidence
Rehearsals with presenters aren’t just about slide order or podium preferences they’re about building comfort and confidence. Most executives aren’t natural performers. They’re experts in their field, not stagecraft. Giving them time to:
• Walk the stage
• Test the clicker
• Hear their voice in the room
• Experience the lighting and timers
• Practice transitions and talk track flow transforms the show from a source of anxiety into a space of confidence.
Even a short 20 minute window per speaker can dramatically reduce flubs, awkward pauses, or missed cues.
Speaker Rehearsals Aren’t Just for Speakers
Let’s not forget rehearsals help everyone. It’s the chance for the entire technical team to:
• Confirm cues and slide triggers
• Ensure playback operators are ready with the right assets
• Verify IFB/monitoring needs
• Adjust camera framing in real time
Every rehearsal helps fine tune show timing and polish transitions ultimately creating a better experience for the audience.
Build It In, Don’t Bolt It On
Too often, tech checks are tacked on at the end rushed, optional, or canceled altogether.
Instead: build them into the production schedule from the start. Treat them as integral to the event’s success as catering or load in. Protect that time. Fight for it. Prioritize it.
Because when the room is full, the lights are up, and the music swells that’s not the time to discover a slide won’t load or a mic isn’t patched.
Final Thought
You don’t get a second chance at a first impression. So let’s stop asking whether to tech check or not. It’s not a debate. It’s a responsibility.
To Tech Check or Not to Tech Check?
It’s not a question. It’s a must.
