Process
How an event comes together
Every Spotlight show follows the same nine stages, from the first call to the wrap report. You always know what's next and who owns it.
8 to 12 weeks out
Brief and budget
A call or studio visit. We learn the audience, the goal, the date and the one moment that must land, and agree a budget range.
6 to 8 weeks out
Concept and 3D render
Theme, stage design in 3D, guest flow, an itemised proposal and a draft timeline. Two rounds of changes included.
4 to 6 weeks out
Vendors, venue and permits
Contracts with every vendor, venue recce, police and music licences, fire NOC and power plan.
2 weeks out
Run-of-show and content
A second-by-second run-of-show, cue sheets for light, sound and LED, scripts for the anchor and walk-in music.
3 to 5 days out
Rehearsals
Speaker and performer rehearsals, a tech recce at the venue and final guest numbers to the caterer.
Day before
Load-in and build
Stage, truss, LED and decor go up overnight. Sound check, light programming and a full technical run.
Show day
Show calling
Our show caller runs every cue from the console on headsets. Your client lead stays with you.
Same night
Teardown
Load-out within the venue's window, damage check and handover. Nothing left behind.
3 days after
Wrap report
Photos, a highlights reel, attendance numbers, vendor invoices reconciled and lessons for next time.
Example
A run-of-show for a product launch
This is the document our show caller works from. Every line has an owner and a technical cue. (Sample timings for a 250-guest launch.)
| Time | Segment | What happens | Owner | Cues |
|---|---|---|---|---|
| 6:30 pm | Doors | Guests arrive, welcome drinks, photo wall | Hospitality | Walk-in playlist, house lights at 70% |
| 7:15 pm | Stand by | Guests seated, phones on silent announcement | Show caller | Voice of god from the console |
| 7:20 pm | Opening | Lights down, brand film on the LED wall | AV | LED cue 1, sound cue 1 |
| 7:24 pm | Host walk-on | Anchor welcomes guests and the CEO | Anchor | Follow spot on, mic 1 |
| 7:30 pm | CEO keynote | Why we built it, 12 minutes | Speaker | Slides from the stage laptop, lectern mic |
| 7:45 pm | The reveal | Haze, beams sweep, product rolls out of the dark | Show caller | Light cues 14 to 22, sound cue 5, confetti |
| 7:50 pm | Demo | Product lead walks through the features | Speaker | IMAG on side screens, camera 2 |
| 8:10 pm | Press and photos | Media photo op on stage, then the dinner opens | PR team | Stage wash on, music up |
| 10:30 pm | Close | Thank-you note, gift bags at the exit | Hospitality | House lights up, exit playlist |
| 11:00 pm | Teardown | Load-out begins, venue handover by 3 am | Production | Crew call 10:45 pm |
Doors open soon?
Got a date? Let's light it up.
Price your event in two minutes, then get a detailed proposal and a 3D stage render within 48 hours.