Here’s the truth about live event production: something unexpected always happens.
Even with the most meticulous planning, events are dynamic by nature. The creative brief changes at the last minute. Weather impacts outdoor elements. Speakers run over time. Technology decides to misbehave. That’s why JHAV builds flexibility into every project. Our team adapts quickly to changes, from last-minute design tweaks to unexpected schedule adjustments, ensuring that the event still runs smoothly without compromising quality.
However, after years of delivering event production across the UK and Europe, we’ve learnt it’s not just about being able to react to problems. It’s about making sure they never happen in the first place. Consider it solved, before it even becomes a problem.
Understanding Technical Risks Before They Become Problems
We don’t often get asked by clients about what the technical risks are to the success of a project and we sometimes wonder why. It’s a bit like taking your car to the mechanic; not all of us can be mechanics, but we still nod along when they explain that £500 spent on a part we’ve never heard of is going to keep the wheels on the family car. Sometimes doing the technical specification for an event can feel very similar, but you find yourself in the position of the mechanic.
It’s not a client’s responsibility to understand what each adaptor is for, or why we feel we should have a backup XYZ, or why we’ve chosen a particular microphone over another. However, they do want to feel like the wheels aren’t going to fall off their event. Similarly to when the mechanic says you should really change both of those expensive parts so they match but it’s only one that’s broken at the moment, it all comes down to trust, price and balance of risk.
Where Great Events Begin
The more we can understand about the event, the better we can judge the risks. Sometimes we might only receive an email with an outline specification or have a brief phone call or sometimes a site visit, but the more information we can get at the start, the better we can plan and prepare.
Questions such as:
- What is the venue, the access times and access routes?
- How many people are coming?
- How many sessions, type of presentations? Are there breakout rooms?
- Does it need to be recorded?
- Understanding the video and presentation content in detail to grasp the number of videos, slides, audience engagement moments.
- Is there a site plan?
- What power is available in the room?
- Do you have a budget in mind, or would you like to see options?
These, and many more, make up the vital questions at the start of the planning process. This gives the starting point to manage risks and make educated decisions on a suitable specification.
Our initial planning and specification process covers everything from power supply, room capacity to technical specification. We walk every venue, measure every space, and assess rigging options, check room acoustics, and carefully consider cable runs that won’t trip guests or block fire exits.
How We Build Reliability Into Every Event
Once we’ve gathered information and started to generate the quote, we have to take all of the information we’ve gathered into account. We consider staging and set elements, lighting and rigging, audio systems, video playback, power distribution, every technical detail that contributes to the event experience. Each decision is informed by the brief, the venue, and our experience delivering events in real-world conditions.
Throughout the planning process, we make deliberate choices to reduce technical risk, often without the client ever needing to worry about it. For example:
- If two handheld radio microphones are requested, we may supply four to allow for additional speakers or unexpected changes.
- If a lectern graphic is needed, we’ll often print a spare to avoid last-minute fitting issues.
- If an event includes video-heavy presentations and audience interaction tools like Slido, we may recommend multiple dedicated laptops rather than relying on a single machine.
- If an event is being live streamed, we’ll also record it, ensuring content is still delivered even if internet connectivity fails.
- These measures are about preparedness and resilience. They ensure that if something changes or fails, the audience never notices.
All of these decisions are mitigating risk, often without the client being aware. Sometimes these can lead to increases in costs; we aren’t oblivious to that and we are always happy to discuss options. Our goal is not to overspend; it’s to spend wisely, protecting the success of your event while maintaining transparency and trust.
When the Unexpected Happens
Our event risk management approach isn’t about preventing every possible issue, unfortunately that’s impossible. It’s about having systems in place that respond quickly. Consider it solved, not panicked over.
For example, we recently delivered a complex activation at London Paddington Station, a fast-moving transport hub with tight access windows and constantly shifting passenger flow. The project involved installing a large-scale display to showcase a new hybrid Wi-Fi system, coordinating with multiple stakeholders and working entirely around operational restrictions. Thanks to meticulous planning, clear communication, and specialist technical expertise, the installation went in smoothly without disrupting commuters.
Preparation Across Every Scale and Sector
Whether you’re delivering audio visual production for a 500-person conference or an intimate private event, it’s not good enough to just figure it out on the day or week before.
We recently delivered full technical production for the Gone Wild Festival, staging events at both Holkham Hall in Norfolk and Powderham Castle in Devon. By designing a scalable technical setup and deploying a consistent core crew across both sites, we ensured each festival ran smoothly and delivered the same high-quality experience for performers and audiences alike. That’s why every event we deliver, regardless of size or sector, is built on preparation, precision, and proven processes, not last-minute fixes.
