Large ministry conference with stage lighting and projection screens
Event Production

The Complete Conference Production Checklist: 30 Days Before Your Event

Christian Media Production

A great conference doesn’t happen by accident. It’s the result of systematic preparation — weeks of coordination between your production team, venue, speakers, and ministry staff. This checklist has been refined over dozens of ministry conferences and large-scale events.

Use it as your planning backbone. Add your event-specific items as you go.

30 Days Before: Foundation Phase

Venue and Technical

  • Complete venue walkthrough with your production team
  • Confirm power availability (amperage, circuit location, distance from stage)
  • Document room dimensions and ceiling height
  • Identify loading dock access and setup window hours
  • Confirm venue A/V equipment inventory (what’s included, what you’re renting)
  • Determine projection throw distance and screen size requirements
  • Photograph the room from all angles — front, back, sides, balcony

Speakers and Artists

  • Collect tech riders from all speakers and worship artists
  • Review rider requirements: microphone preferences, monitor mixes, backline needs
  • Confirm A/V needs for presentations (slides format, video playback requirements)
  • Get bios and high-resolution headshots for all speakers
  • Confirm arrival times and sound check windows

Production Team

  • Confirm your production crew: audio engineer, lighting director, video director, stage manager
  • Assign communication channels (typically a group text or walkie-talkies day-of)
  • Create a shared production schedule accessible to all team members

2 Weeks Before: Detail Phase

Audio

  • Finalize microphone inputs list (every mic, DI, and instrument)
  • Create a stage plot showing every microphone position and instrument placement
  • Order or confirm rental of all audio equipment
  • Confirm stage monitor/IEM system for all musicians
  • Plan for recording (multitrack or stereo? For archive or release?)
  • Order hearing loop or assistive listening devices if required

Video and Projection

  • Finalize screen count and placement
  • Confirm confidence monitor or teleprompter if any speakers require it
  • Design lower thirds and name graphics for speakers
  • Create intro video if applicable
  • Prepare countdown clock for pre-session use
  • Confirm live stream setup if streaming to online audience
  • Test all presentation slides for font rendering and contrast on projection

Lighting

  • Create lighting plot showing fixture positions
  • Confirm dimmer and control system compatibility with venue
  • Design front light positions for speaker/worship team coverage
  • Plan stage wash for worship band
  • Order gobos or special effects fixtures if your design requires them

Logistics

  • Create final run-of-show (session start/end times, speaker transitions, worship transitions)
  • Confirm green room space for speakers
  • Order event badges, signage, and directional wayfinding
  • Confirm volunteer assignments for registration, ushering, and media team

1 Week Before: Final Preparations

  • Send production schedule to all vendors and team members
  • Confirm all equipment rental pick-up/delivery logistics
  • Print hard copies of: run-of-show, stage plot, contact sheet, parking map
  • Pre-program all lighting cues if using a lighting console with scene memory
  • Test all video playback files on the actual playback hardware you’ll use at the event
  • Confirm hotel accommodations for out-of-town speakers
  • Brief all volunteers on their roles and expected arrival times

Day Before (Load-In Day)

Morning

  • Team arrives at venue during scheduled load-in window
  • Set up stage: drums, backline, microphone stands, monitor positions
  • Run all cable (audio snakes, video, power)
  • Hang and focus all lighting fixtures

Afternoon

  • Audio system test: all inputs, mains, monitors/IEMs
  • Projection and video test: all screens, all playback clips
  • Lighting cue review with lighting director
  • Walk the full run-of-show as a team — talk through transitions

Evening

  • Worship team sound check (minimum 1.5 hours)
  • Speaker A/V check — confirm slide clicks, confidence monitors, microphone comfort
  • Record a full tech run-through if possible
  • Team debrief: address all outstanding items before everyone leaves for the night

Day of Event

2 Hours Before Doors

  • Full system power-on and test
  • Confirm opening countdown clock is running
  • Final check: all mics on, batteries fresh, props and items on stage
  • Confirm registration and volunteer teams are in place
  • Brief the stage manager on first transition

30 Minutes Before Doors

  • Preservice music/loop running through PA
  • House lights at welcome level
  • Lobby team in place to greet attendees

During the Event

  • Stage manager calls all transitions
  • Audio engineer monitors levels throughout — resist the urge to fix what isn’t broken
  • Note any technical issues for post-event debrief (don’t troubleshoot live unless critical)

Post-Event Wrap-Up

  • Strike all equipment systematically (reverse of load-in order)
  • Return rentals on schedule to avoid additional charges
  • Export and back up all recordings in multiple locations
  • Send thank-you notes to speakers, artists, and key volunteers
  • Conduct production debrief within 72 hours while details are fresh
  • Document what went well and what to improve for the next event

Planning a ministry conference or large event? Contact our production team to discuss how we can help you execute a flawless event.

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