Why Pre-Programming Your Lighting Rig is a Game-Changer

by PORT on Dec 8, 2025 1:08:21 PM

Gearing up for a large event can be demanding for everyone involved. Vendors and clients are working together, often under a strict timeline to make everything perfect. This means a lot of moving pieces and little room for error. With the event lighting, it doesn't necessarily need to be so nerve-wracking. Pre-programming can be an incredibly helpful action in making the event set-up as smooth as possible. Read on to see the benefits of pre-programming lighting, and if your event is a good fit for it.

The Basics of Pre-Programming

Before even getting into pre-programming, it is important to understand how the process works. Programming for event lighting involves taking in the site information (such as where the DJ is, what the room looks like, etc.) along with the event schedule (when someone is performing, for example) to create a programmed series of lights that change to the timing and setting of the event. Pre-programming is what can be programmed before anyone sets foot on a site. Some things need to be seen in person; however, this ensures that what can be done beforehand is. Using as much time as possible before the event helps save clients money, as well as time on-site.

Pre-Programming and Show Day

Show day is when the benefits of pre-programming come to light. During a day of commotion and many moving parts, pre-programmed lighting is a game-changer. The main advantage of this is the time saved from programming beforehand. Having to figure out every bit of what the lighting is going to look like on the day of an event can be highly time-consuming. Programmed lighting ensures that what could have been done before has been done. This also allows room for error as well; if something doesn't go the way it should, there is time to figure out how to fix it. With this saved time comes saved money for the client as well. Show day, although exciting, can be very stressful for clients and vendors alike. Being assured that some of the lighting is ready to go can save much stress.

Events Best Suited for Pre-Programming

The events that benefit the most from pre-programmed lighting are those that are extremely choreographed and planned out. This makes it easier to program the lighting without actually being on site. Conferences are a perfect example of this, as every part of the day is typically very structured, and it can be predicted what the client will need. For bigger events, pre-programming gives a bigger impact. Pre-programming proved especially valuable during an event held in a museum, where daytime public hours limited our on-site availability. By completing much of the work in advance, our team was able to set up quickly and seamlessly.

Client Information for Pre-Programming

There are a few pieces of information that our team will need for pre-programming for your event. When clients have a clear flow of how the event is going to go, we are able to use that and use the majority of the time beforehand to plan. Also, if clients have a visual in mind of what they want the lighting to look like, that makes it easier to pre-program and to contribute to the creative vision. The more these conversations are had in advance, the more that is able to be accomplished before the critical on-site time.

Pre-programming Tools or Software

The main software the event lighting experts use is Vectorworks, a computer-aided drafting program. This program allows designers to create a 3d model, using the measurements of the room and where all the lights will be hung. This can be imported directly to the lighting console, where the preprogramming takes place. At PORT, that's typically on the grandMA3 Platform. Using the 3d model and positions, our designers can create rough drafts of all our lighting looks before ever walking on site.