Event organizers are sometimes mesmerized by their spreadsheets. One even said to me recently: ‘How did we ever get by without them?’, and it’s true that they are powerful tools. But empty cells are crying out to be filled, and well-intentioned, diligent, organized people are desperate to put some information in them. But live events are as old as our species, and we somehow managed to plan massive, sophisticated and elegant gatherings when pen and paper were our only means of recording our vision and plans.

I used to play with a band that had a horn section, and some of the horn players took full advantage of their portable instrument situation by getting to the gig at the last possible moment. One sax player carried his odds and ends in an old blue and red Pepsi gym bag that he would place in front of his mic stand. He had it down to a science, and could be ready and blowing within a few minutes of arriving on stage. It was actually impressive.

When I managed a production company, providing audio, staging and lighting for corporate events, I worked with clients to support their AV needs.

It was my job to interpret their requirements based on what they were hoping to present, the limitations and opportunities of their venue, and the size of their audience. Often, this was straightforward. Imagine a hotel ballroom with two screens on either side of the stage, something we called a ‘Two Screen Special’. You’ve likely attended several events with this setup. A good firm can deliver this at a high level without breaking a sweat.