An Insider Look to How PORT's Event Techs Ensure Flawless Execution

by PORT on Oct 23, 2025 4:00:00 PM

At PORT, we know the hustle and bustle that comes with executing an event. There is often a  tight timeline to set up and carry out the extensive planning that has been done beforehand. With so many moving parts, it's easy to get swept up in the pandemonium of the day and forget something. Our production team at PORT knows how to avoid these issues and keep everything running smoothly. With events, missing one piece of the puzzle could have consequences, so we understand how crucial it is to be as organized as possible. In this article, Assistant Project Manager Sean Pieroth gives a checklist of what the PORT production team goes through to make sure planning, setup, and the event itself perform seamlessly.

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#1: Safety 👷

Safety is a top priority throughout the planning and execution of an event. Beginning at the design phase, it's important to make sure that the vision for the event can be accomplished safely. If an element of the design cannot be created safely, then it will have to be rethought. A lot of technical event work involves rigging over people's heads, so it's important to make sure that all equipment is installed properly so that there is no danger to guests attending the event. This also means we have team members working high up on ladders and in lifts which are inherently more dangerous positions to work from, so it's important to make sure everything is done very safely. Even on the ground, there are often a lot of moving pieces while setting up an event, so we make sure we are aware of our surroundings at all times.

#2: Schedule 📅

Sticking to a confirmed schedule is key to a seamless event. It's important to know your schedule for the load in, event, and strike. No one wants to show up to a locked venue or learn that the event is starting an hour earlier than you thought. Labor can be expensive, so we make sure we're getting the most out of our crew while we have them. To help with following the schedule, we start incorporating production into the event as soon as possible.

#3: Feasibility ⚠️

We love to dream big, but have to remember that those dreams may come with constraints, often in the form of time and budget. During pre-production, if there's not enough time or budget to complete the client's vision it's important to be up front in order to see if the schedule or budget can be revised. If not, we discuss what can be pared down to fit. Luckily at PORT, our event lighting planners and designers are also installers, so logistics and creative vision are able to be aligned from the beginning. At PORT, our event lighting team ensures that logistics and creative vision are aligned from the start of every project.

#4: Achieving the Client's Vision 💭

With all that goes into event production, it can be easy to get buried in the details. At the end of the day, it's important to remember the design and technical decisions being made need to be catered towards the client's vision. If changes need to be made that will affect the end product, it is essential to discuss with the client so that everyone is on the same page. At PORT, we offer as an extra service, renderings and pre-visualizations to virtually recreate the venue so that way the client's vision is brought to life in their venue before production ever physically starts.

#5: Preparation 📋

A lack of preparation can lead to things being done incorrectly and having to be redone, which can waste valuable time. The time that we are given to set up an event is often limited, so it's important to have a plan and be ready to make the most of the time that we have. Additionally, being prepared allows us to react to any day-of changes or surprises more effectively. 

#6: Flexibility ⚙️   

Flexibility is important to us because if you only plan for exactly what you're expecting, then you can end up in trouble when the unexpected happens on site. Even the best planned events can run into surprises, so our team is always ready to adjust the plan as necessary. Some ways we stay flexible are: scheduling the crew so that we have time to handle any last minute issues, having spare equipment in case something breaks, and keeping an open mindset to changes as they develop throughout the planning process.                                     

Experts in Event Lighting

At PORT, we are no stranger to the changes that occur during the planning, setup, and execution of an event. Our event lighting planners/designers are experts, so they know the logistics of what can and cannot be done for lighting in a particular venue. Reach out today to see how we can illuminate your bextevent.