How to Run a Tech Rehearsal Before the Real Event

Technical rehearsals are an essential part of preparing for any event that involves audio-visual elements, digital systems, live streaming, or audience interaction. Whether planning a conference, a live streamed competition, a virtual seminar, or a hybrid event, conducting a thorough tech rehearsal can significantly reduce the risk of disruption and ensure a smooth experience for participants and attendees.

This article outlines the key steps in running a successful technical rehearsal, covering planning, execution, and post-rehearsal adjustments. It also includes observations and practical advice to help organisers anticipate potential issues and ensure all stakeholders are aligned before the event begins.

What is a Tech Rehearsal?

A tech rehearsal is a run-through of an event that focuses on the technical and logistical components rather than the content or performance. Its purpose is to identify and solve technical problems, confirm software and hardware compatibility, fine-tune audio-visual elements, and ensure everyone knows their roles and responsibilities.

Unlike a full dress rehearsal, which simulates the event in real time with full presentations, a tech rehearsal often prioritises checking connections, walkthroughs of transitions, timing of cues, and troubleshooting.

Why Tech Rehearsals are Important

  • Minimise Technical Failures: Identify and resolve issues with microphones, projection systems, live streams, and connectivity in advance.
  • Clarify Roles and Responsibilities: Rehearsals help ensure that everyone — from AV technicians to speakers and moderators — understands their tasks and timelines.
  • Test Equipment and Setups Under Real Conditions: Verifying system compatibility in the actual event environment can reveal configuration or bandwidth issues that are not apparent during off-site preparation.
  • Ensure Timing Consistency: By running through cue points, transitions between segments, and scheduled breaks, planners can calibrate timing expectations for all participants.

Planning the Tech Rehearsal

Define Objectives and Scope

Before scheduling the tech rehearsal, identify what needs to be tested. Consider the complexity of the event. For smaller or simpler events, a basic run-through of key tools and features may suffice. For large or high-stakes events — such as broadcast-quality livestreams, multi-track conferences, or interactive competitions — more thorough and structured rehearsals are necessary.

Typical rehearsal objectives may include:

  • Testing every microphone, camera, projector, and speaker
  • Verifying all online platforms (e.g., Zoom, YouTube, proprietary software) are integrated and configured
  • Checking the lighting and acoustics in the venue
  • Running transitions between sessions
  • Confirming how cues are given and acknowledged between roles
  • Practising the start and end sequences for livestreams

Create a Tech Rehearsal Script or Checklist

A detailed checklist or script helps organise the rehearsal session and ensures no step is overlooked. The checklist should reflect the flow of the actual event, but from a technical point of view. For instance:

  • 8:00 – Power-on sequence for all devices
  • 8:15 – Microphone test for each speaker
  • 8:30 – Launch livestream platform and test overlays
  • 8:45 – Walkthrough of participant queueing and introductions
  • 9:15 – Simulate potential disruptions (e.g., power, internet outage)

Having a timeline also helps in determining whether transitions are achievable within scheduled breaks and allows additional refining of the event programme.

Invite the Right People to the Rehearsal

Those required for the tech rehearsal vary depending on the nature of the event, but often include:

  • AV and technical crew
  • Event producer or coordinator
  • MC, moderator, or host
  • Speakers or presenters (even if only for equipment testing)
  • Platform administrator or software operator
  • Streaming technician (if applicable)
  • Venue management representative (for in-person events)

Encouraging all relevant participants to attend ensures that any issues can be addressed collaboratively and reduces surprises on the day of the event.

Executing the Tech Rehearsal

Set Up the Environment

Where possible, use the exact environment, equipment, and network that will be used during the event. This includes:

  • Test venue acoustics and mic placement with ambient conditions similar to live day
  • Set up digital platforms with simulated accounts and content
  • Use devices with the same specifications as those planned for participants
  • Ensure all backup systems (e.g., power supplies, internet hotspots) are in place and tested

Run Through the Event Segments Technically

During the rehearsal, walk through each major segment of the event while focusing only on the associated technical and logistical tasks:

  • Starting the livestream with correct audio and video feed
  • Switching scenes or screen shares if using video mixing software like OBS or vMix
  • Transitioning between segments or speakers using agreed cues
  • Displaying overlays such as speaker names, timer clocks, or branding
  • Testing submission or judging software if used, ensuring real-time interaction is functional
  • Conducting latency or sync tests for live translation or remote moderation

Document any errors, lag, or miscommunications during this section for review afterwards.

Use Realistic Scripts or Examples

Where necessary, use mock presentations, sample participant data, or short recordings to simulate the live event flow rather than testing equipment in isolation. This provides context and ensures that transitions and content display as intended.

For example, if displaying scores live in a competition, input mock scores on the judging platform, trigger result calculations, and verify output on screen or on livestream overlays.

Record and Observe

If the event involves audio or visual content, record the tech rehearsal. Reviewing the recording afterwards can help visualise lighting performance, framing consistency, and audio balance. It also serves as a reference to compare with a final checklist to confirm all elements are addressed.

After the Tech Rehearsal

Hold a Debriefing Session

Once the rehearsal is complete, gather all available stakeholders to review:

  • What worked as planned
  • What encountered issues or delays
  • Any surprises during the rehearsal
  • Ideas for potential improvements or simplification

This feedback session helps finalise action items and ensures that improvements can be implemented in time for the real event.

Update Setup Diagrams and Running Orders

Update technical documentation such as cabling layouts, running orders, cue sheets, and platform protocols based on rehearsal findings. These final versions should be distributed to all team members and available on the day of the event — preferably in both printed and digital format.

Recheck with Absent Participants

If specific speakers or technicians were unable to attend, schedule separate checks with them to walk through their individual technical setup and responsibilities. This is especially critical when virtual presenters are involved and their local environments could introduce unpredictable variables.

In practice, follow-up micro-rehearsals with remote participants can include:

  • Testing webcam framing and lighting conditions
  • Verifying slideshow integration or screen sharing capabilities
  • Confirming audio quality and background noise checks

Common Tech Rehearsal Pitfalls to Avoid

  • Rushing the Process: A short or casual rehearsal may skip critical checks. Allow ample time and treat it seriously.
  • Incomplete Attendance: If key participants miss the rehearsal, miscommunication can occur on the day.
  • Assuming Equipment Will Work If It Did Before: Always recheck — settings can change unexpectedly after updates or relocation.
  • Neglecting Backup Plans: Always have contingencies for power, internet, and platform failure — test how these backups would be activated.
  • Overcomplicating Instructions: Aim for clarity in your tech documents; make cue commands simple and concise.

Conclusion

A well-planned and executed tech rehearsal is vital to the success of any event involving technology. By identifying issues in advance and aligning all systems and humans before the real day, organisers greatly reduce the chances of technical disruptions and increase the reliability of their delivery. With a clear checklist, realistic simulations, and effective communication, tech rehearsals serve as both insurance and proof-of-readiness for live events.

If you need help with your Quran competition platform or marking tools, email info@qurancompetitions.tech.

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