Why your events need roadies (and a Technical Director)

If you’ve managed your fair share of events, you’ve probably had those ‘uh-oh’ moments. Maybe the microphone got stage fright, or the AV team didn’t realise you’re more of a lapel mic kind of person because, hey, you talk with your hands.

Life happens.

But what if it didn’t have to? What if there was a way to take the ‘uh-oh’ out of events and replace it with seamless, stress-free execution?

Enter the event industry’s unsung heroes: event roadies.

When musicians hit the road, they don’t leave their sound to chance or trust random venue teams to figure things out. They bring their own crew of specialists to ensure each venue is set up perfectly - not sort-of-okay, not passable, but just as they want it.

And honestly, if it’s good enough for Beyoncé, why not for your corporate events?

Why relying on a venue’s AV team isn’t enough

Many venues have in-house AV teams, and they’re perfectly fine for simple setups - plugging in a mic, maybe setting up a screen. But when it comes to creating a show-stopping brand experience or pulling off a complex, custom event setup, ‘fine’ doesn’t cut it.

Here’s why:

1. Limited bandwidth
   Most in-house AV teams are juggling multiple events a day. They’re pros, but they simply don’t have the capacity to provide the white-glove, personalised touch you want.
   
2. Learning on the job
   All respect to junior staff, but many in-house AV teams are made up of trainees who are still gaining experience. While we love the hustle, troubleshooting a mic feedback issue during your keynote may not be their forte.
   
3. Frequency drama
   Microphone frequency setups are a minefield. Overlapping frequencies across rooms can cause feedback or, worst-case scenario, your mic picks up the speech happening in the neighbouring room. Nobody wants to hear the words ‘mergers and acquisitions’ when unveiling the latest sneaker design!

If your event involves more than just dimming the lights, you need specialists who thrive off detail. Venue techs may be great, but they’re not your crew.

Consistent crew, consistent magic

Imagine walking into a multi-venue roadshow, prepped and ready to crush it. But the sound in one venue is subpar, the lighting in the next is too dim for proper visibility, and by stop number three, your branding is so inconsistent it feels like you’re managing three different events.

Sound familiar? You need experts fluent in ‘event speak’. You don’t have time to be the one solving technical issues or fielding last-minute curveballs.

Here’s how bringing your own event setup team can transform your events:

1. Consistency across the board
   Your trusted event team knows your expectations and delivers the same high standard every single time. Graphics, sound, lighting, staging? All handled with precision, ensuring your audience gets the same seamless experience, no matter the venue.
   
2. They know you better than you know yourself
   Want the room to smell like vanilla coffee when guests enter? Maybe your event colours are PANTONE 2150 C to a tee. A dedicated team remembers your quirks and applies them.
   
3. Problem prevention superstars
   While you sip your latte and charm the crowd, your crew is behind the scenes solving ‘what ifs’ like pros. That mic issue? Fixed before it even blips.
   
4. Flexibility to enhance your vision
   A good team doesn’t just execute your event plan; they make suggestions to make it better. Whether it’s improving the stage design or recommending styling changes for brand consistency, their experience adds genuine value.
   
5. Confidence (because everything is under control)
   Knowing the same team has handled your last five events (all without any crises) gives you peace of mind. Plus, their familiarity with your brand and preferences makes them an extension of your event planning arm.

But don’t simply take our word for it - hear directly from SMBiT Professionals about how a dedicated events team transforms their roadshow experience. Every year. (We’re not naming names, but let’s just say the reviews speak for themselves!)

You don’t know what you don’t know. But roadies do!

Maybe you’re thinking, ‘But I have a checklist!’ That’s great, but even with thorough preparation, there are things you wouldn’t know to anticipate.

That’s where specialist teams shine. For them, what feels like an insurmountable challenge to you is just another Tuesday afternoon.

Want reassurance that you’ll be put in the right venue for your needs? Done. Wondering why your recorded footage looks grainy? They’ll have an answer.

Skip the stress, hire your dream team

Take a page out of Beyoncé’s handbook. Need a team that eats, sleeps and breathes events? Reach out today and discover how we can support your next showstopper.