This is how an event day is coordinated.
One coordinator, one plan — the venue, the vendors and the programme moving together.
A typical event day, step by step.
The flow we coordinate — from the first vendor arriving to the last one packing out. Each event is planned to its own venue, size and requirements.
- T−10
Venue Walk-Through & Access Check
We walk the room with the venue team and confirm access, power and load-in timings before anyone arrives.
- T−9
Vendor Check-In & Load-In
Each vendor is received on the schedule we agreed, in the order that keeps the floor clear.
- T−8
Stage & Set Build
The stage suppliers build to the agreed layout; we check the result against the plan as it goes up.
- T−7
Floor & Seating Layout
Tables, seating and guest flow are set with the venue team exactly to the floor plan.
- T−6
Screen & Visual Setup
The screen supplier installs; we confirm placement and sightlines from where the guests will actually sit.
- T−5
Sound Setup
The sound vendor sets up and tests; we confirm the room is covered evenly for speeches and for music.
- T−4
Lighting Setup
The lighting technicians set and focus the rig; we check it against the look agreed in planning.
- T−3:30
Content Hand-Off
Slides, videos and music are handed to the technician on the day, and the playback order is confirmed.
- T−3
Sound Check
Microphones and music are checked with the MC and the performers, not left to chance at showtime.
- T−2:30
Run-Sheet Briefing
Every vendor, the MC and the performers are briefed on the same run sheet, so one plan runs the day.
- T−2
Rehearsal & Walk-Through
The key moments are walked through with everyone involved — entrances, speeches, transitions.
- T−1
Final Walk & Reset
A last pass on the room, the signage and the seating; everything is reset before the doors open.
- T−0:30
Doors & Guest Welcome
Guests are welcomed in; music and lighting sit at the opening look we agreed with the host.
- T−0
Show Flow
The MC leads the room while we cue each segment and keep the programme moving to time.
- T+3
Close & Guest Departure
Guests are seen off, and personal items, gifts and décor are gathered and returned to the host.
- T+4
Load-Out & Venue Hand-Back
Vendors pack out in reverse order and the venue is handed back in the condition it was received.
Event Production Coordination
Lisa Le Event coordinates the production resources required for each project through an experienced network of trusted vendors, technicians, performers, and creative partners.
Final production equipment and technical services are selected according to each event's venue, size, budget, and requirements.
The work you never see.
The planning and coordination that happens off-stage, long before anyone arrives.
Planning & Run Sheet
One written run sheet for the day, shared with everyone who has a part in it.
Vendor Coordination
Vendors are sourced, briefed and scheduled so they arrive ready and in the right order.
Venue Liaison
Access, timings and the venue's own requirements are agreed with its team well before the day.
Budget & Scope Alignment
Equipment and services are selected to match the venue, the size of the event and the budget agreed.
On-Site Coordination
On the day, one coordinator holds the schedule so the host can be a guest at their own event.
Every role, briefed to the same plan.
These are roles, not stock faces. Each one is filled for the event from a network of trusted vendors, technicians, performers and creative partners.
Event Coordinator
The single point of contact — holds the run sheet and keeps every other role on it.
Stage & Set Crew
The supplier team that builds the stage and set to the layout agreed in planning.
Sound Engineer
Provided by the sound vendor; briefed on the room, the speeches and the music.
Lighting Technician
Sets and runs the lighting the design calls for, cue by cue through the programme.
LED & Visual Technician
Runs the screen and the visual content in the order confirmed at hand-off.
Photographer & Videographer
Covers the day to the run sheet, so the moments that matter to the host are not missed.
MC / Host
Leads the room through the programme, working from the show flow planned in advance.
Performers & Artists
Sourced to suit the occasion; their schedule, needs and stage time are managed for them.
Let's plan your event.
Tell us the date and what you have in mind. We'll coordinate the vendors and the plan around it.