Important Questions - MPG

The Smart Producer’s Checklist

Great shows start with great questions. Whether you’re planning a multi-day conference, a high-profile general session, or a company meeting, knowing what to ask can make all the difference. These are the questions that separate good from great and help you find a production partner who’s as prepared as you are.

Company Background & Experience

How long have you been producing conferences or corporate events?

What types of events are your specialty (corporate meetings, trade shows, hybrid events, etc.)?

Can you share examples or case studies of events similar to ours?

Who will be my main point of contact before and during the event?

What size of event (attendees, rooms, budget) do you handle most often?How long have you been producing conferences or corporate events?

Technical Capabilities

What in-house equipment do you own versus rent?

Can you provide full AV support — audio, video, lighting, and staging?

What’s your process for ensuring technical redundancy (backup gear, recording, power)?

Do you have experience with the specific venue we’re using?

How do you manage multiple concurrent breakout sessions?

What platforms do you use for hybrid or virtual components?

How do you handle complex cues, media playback, and live switching?

Pre-Production Process

When do you typically like to be brought into the planning process?

What information do you need from us to prepare an accurate quote?

Can you assist with floor plans, stage design, and room layouts?

How do you handle content collection (presentations, videos, graphics)?

Do you provide a show flow or cue sheet template?

Can you attend pre-production meetings and site visits?

Staffing & Roles

Who will be on-site from your team? (TD, A1, V1, L1, show caller, stage manager, etc.)

Are your crew members employees or freelancers?

Will we have a dedicated technical director or producer liaison?

How do you manage crew scheduling and overtime?

Are your technicians familiar with corporate environments and client-facing roles?

Creative & Design Services

Do you offer scenic design, branding, or LED wall content creation?

Can you create custom graphics, lower thirds, or video packages?

Do you provide renderings or visuals during the planning stage?

How do you collaborate with our internal creative or marketing teams?

Logistics & Venue Coordination

How much setup and strike time will you need at the venue?

Do you coordinate directly with the venue on power, rigging, and internet?

Can you provide a full production schedule for load-in, rehearsals, and show days?

How do you handle freight, storage, and transport of equipment?

What’s your process for site inspections or pre-event walkthroughs?

Budget & Contracts

How is your pricing structured (package, itemized, day rate)?

What are typical costs for a show like ours?

What’s included in your labor estimate (setup, rehearsals, show, strike)?

What are your payment terms and deposit requirements?

How do you handle changes or overages (scope creep, additional rooms, last-minute needs)?

Do you carry general liability and workers’ comp insurance?

Communication & Workflow

How do you manage communication during planning (Slack, email, PM tools)?

Who calls the show — your team or ours?

Do you provide rehearsal time for speakers and stage managers?

How do you ensure version control of presentations and show files?

Can you provide run-of-show updates in real time during the event?

Hybrid / Virtual Event Support (if applicable)

What streaming platforms do you use or recommend?

How do you integrate remote speakers into the live show?

Can you record sessions for on-demand access afterward?

Do you handle attendee tech support for virtual components?

What internet bandwidth do you require for streaming reliability?

Post-Event Deliverables

What post-show materials do you deliver (recordings, highlight reel, analytics)?

How long does it take to receive those deliverables?

Can you provide recommendations for improvement in future years?

Contingency & Risk Management

What’s your backup plan for technical issues or equipment failure?

How do you manage last-minute speaker or schedule changes?

Do you have redundancy for key systems (audio, video, lighting, streaming)?

What safety protocols do you follow onsite?

Relationship & Long-Term Fit

Do you offer multi-year or repeat-client pricing?

How do you ensure continuity between annual events?

What does success look like to you in a production partnership?