Keys to Staffing The Right
Personnel For Live Events

In the world of live event production, it’s often said that “teamwork makes the dream work.” But the truth goes deeper than just collaboration; it’s about having the right team in place. The success of a live event hinges on many factors — equipment, planning, design — but the personnel running the show are what bring everything together. From high-stakes corporate conferences to dynamic, multi-day music festivals, having the appropriate staff for each role is vital to ensure a seamless experience for your client.

When staffing a live event, understanding the unique needs of the client and the nuances of the production are key to assigning the right personnel. Here are several critical considerations for building an all-star team tailored to your event.

Tailoring Roles to Client Needs

No two clients are the same, and neither are their events. A corporate meeting demands a different approach than a concert or a church gathering. It’s essential to assign professionals whose expertise and personalities align with the specific needs of the event and its client.

For instance, if a corporate client requests a tech with specific experience in their industry – such as an audio engineer who has held the front-of-house position for other corporate speakers – this is important to consider. The client should feel at ease and confident with the team you’ve put together for their event. Whether it’s a business conference or a pop tour, the technical staff should blend in with the event environment and adhere to the schedule and operational flow the client has established.

Project Managers: Steady and Consistent

Project managers (PMs) are the linchpins of live event production. They coordinate everything, keep the client informed, and serve as the crucial middleman between the client and the technical crew. Because their role involves more structured, repeatable tasks, a reliable PM can be assigned across various events and clients without much need for adjustment.

The key to success here is strong communication. The best PMs not only stay on top of the production schedule and budget but also build a rapport with clients by continually keeping them updated and addressing their needs. This consistency provides a sense of stability for the client, making it easier for them to trust the production team.

Another critical responsibility of PMs is to bring solutions – not problems – to the client. A project manager who frantically confronts the client with details on technical issues will only provoke anxiety from the client. While it’s important to be transparent, the PM should instead present the client with potential solutions and defer to the client for the final judgment call. If the project manager can stay calm and collected in conversations about troubleshooting and be upfront about issues, the client’s confidence in the production team will remain strong.

Engineers and Technicians: Personalities Matter

While project managers can often remain constant across various events, engineers and technicians are a different story. These roles require more customization to suit the style and atmosphere of the event. For example, an audio engineer who thrives in the high-energy world of touring hip-hop bands may not have the right approach for a corporate meeting room or a worship service. Conversely, a corporate-focused lighting board operator may struggle to keep pace with the spontaneity and on-the-fly adjustments of a live concert.

Just as important as technical expertise is personality. Engineers and technicians are on the ground, often working closely with the client’s team. Even though the production company’s leadership – perhaps a salesperson or director of production – is collaborating, contracting, and negotiating with the client, the fact is that the crew will end up spending more time with the client than the internal decisionmaker ever will. As a result, the personalities of everyone within the assigned crew must align with the client. Not only will this allow the production company to be represented well, but it will ensure the event goes smoothly and the client is happy. The goal is to select individuals who blend seamlessly with the existing team—whether it’s a keynote speaker’s staff or the road crew of a touring band.

Client Relationships and Professionalism

Ultimately, staffing decisions go beyond technical skill. The client’s experience with the production team is heavily influenced by the demeanor and professionalism of the staff. A courteous, respectful technician who builds a strong rapport with the client is more likely to be trusted with future projects. Conversely, even the most talented engineer can harm a client relationship if they are difficult to work with or don’t communicate effectively.

Each event represents an opportunity to build long-term partnerships, and the best way to ensure repeat business is by creating a positive experience through every interaction. That starts with staffing the event with team members who understand that their attitude is just as important as their technical contributions. At the end of the day, we don’t sell equipment – we sell experiences and the emotions they elicit. No one will likely remember the specific gear on an event, but they will recall how they felt during the experience – and that lasting impression is the most important outcome of the event.

A Well-Rounded Team

In the ever-evolving landscape of live event production, having the right personnel in place is essential to delivering high-quality experiences. From consistent project managers who keep clients informed, to expert technicians who can handle their distinct roles, success is defined by how well the team operates together. With a full-service production company like CTS AVL, you get not only the technical skills but also the personalized service that allows us to integrate seamlessly with each client’s unique needs.

By selecting the right team for each event, you’re not just delivering a production—you’re creating a partnership that ensures the event runs smoothly and leaves a positive impression. Reach out to see if our team might be a good fit for your next event.