The Rhythm of Urgency in Event Production

A wise man once wrote, “To every thing there is a season…” And if you’re a Boomer, you may already be humming “Turn, Turn, Turn.” Those lyrics perfectly capture the world of event production. There is a time to accelerate with urgency — and a time to slow down and be intentional.

In creative event design, big ideas for event production, and immersive event production, understanding when to move fast and when to pace yourself is essential for flawless execution and confident show flow and run-of-show management.

Pre-Production: When to Amp Up vs. Slow Down

AMP UP: Secure the Right People Early

In live events, your people are the product. I call my “show friends” as soon as I have dates — sometimes even before the contract is finalized — because the most talented technical directors, lighting designers, engineers, and staging teams book quickly.

If you want an expertly executed show, urgency here matters. Locking in the right experienced event production company partners early ensures you get the A-team and sets the tone for success.

DIAL DOWN: Discovery and Planning

Every high-impact event begins with a clear understanding of purpose and vision. The discovery meeting is where everything takes shape. Once direction is confirmed, slow down. Think through:

• Show flow, moment by moment

• What content appears on each screen

• Cueing, timing, transitions

• Music and energy shifts

• Audience journey and emotional pacing

This is where inspiring corporate event concepts come alive. Rushing leads to mistakes — and mistakes in production can be costly.

On-Site: Finding the Right Tempo

AMP UP: Tech Through and Executive Rehearsals

Once the staging company completes load-in, the production clock speeds up. This window is extremely precious. Walk into the ballroom prepared with:

• All content finalized

• A clean, accurate Run of Show

• Videos, PowerPoint, and music organized

• An understanding of available audio resources

Then come the executive rehearsals — where speed, clarity, and confidence matter most. Each presenter has limited time. Keep rehearsals crisp, productive, and intentional. When rehearsals lag, execs get frustrated, and that reflects on your client. Your job is to help them shine.

DIAL DOWN: During the Live Show

Once the first video rolls, the tempo shifts completely. This is the moment to slow your internal rhythm. Stay present with what is happening in the room. Move at the speed of the show. Follow the pacing, not your adrenaline.

Calm producers build calm rooms.

Post-Production: Speed Where It Counts

AMP UP: Gathering Show Files Immediately

Grab show files off the KiPros and move final PowerPoints to an external drive or file-sharing platform quickly. Fast action protects your work and ensures nothing slips through the cracks.

AMP UP: Collecting Expenses

Pull final invoices and expenses promptly. Fresh memory equals accurate accounting.

DIAL DOWN: Reconciliation

You want to send the final invoice within 5–7 days, but take your time with the details. Budget accuracy matters — and your client will appreciate the care.

Managing Everyday Urgency

Not everything is urgent. To figure out what requires immediate action, I use a simple filter:

Is someone waiting on me to move forward with their work?

If yes — it’s urgent. If no — it can wait.

I also follow a personal 24-hour email rule. Sometimes that time gives me space to “marinate,” as a wise coach once said.

Great event producers develop intuition for urgency. They know when to accelerate, when to pause, and how to balance the two. That balance is what separates a good show from a great one — and what defines a truly experienced event production company.

How do you discern urgency in your workflow? 

How do you prioritize?

Have a good show, everyone.