Technical Production Checklist for a Flawless Award Show in Dubai

December 12, 2025

Executing a prestigious award show in Dubai requires world-class technical production, meticulous planning, and rock-solid coordination. This technical production checklist is designed for event producers, technical managers, and production teams who want a step-by-step guide to deliver a flawless ceremony — from site survey and load-in to show call and load-out.

The checklist below covers every vital area: audio, lighting, video, rigging, stage, power, comms, networking, safety, rehearsals, vendor management, and contingency planning. Use this as your master document, and adapt it to the specifics of your venue, client goals, and production scale.

Why a Technical Production Checklist Matters

Award shows are live theatre at scale. One missed cue or a single equipment failure can derail the experience and damage reputations. A detailed technical checklist reduces risk by creating clarity, assigning ownership, and ensuring every technical element is tested and backed up.

If you’re planning a large production and need full-service support, consider professional Award ceremony Management to handle creative and technical delivery end-to-end.

Pre-Production: Planning & Administration (T-8 to T-12 weeks)

Define technical scope: Stage size, set build, LED requirements, show length, live music, presenters, camera positions, live streaming, and broadcast needs.
Client & creative brief: Lock the run-of-show, branding assets, sponsor requirements, and visual references.
Budget allocation: Line-item technical budget for AV, rigging, labour, transport, permits, and contingencies.
Venue confirmation: Sign venue contract with load-in/out windows, access points, and venue technical contact.
Technical site survey: Schedule a physical site visit for laser measures, sightline checks, power panels, rigging points, and HVAC noise assessment.
Technical rider & requirements: Distribute to performers, bands, and speakers (microphone types, DI requirements, stage plots).
Permits & approvals: Local authority permits, fireworks/pyro permits, drone permissions, and any security clearances for government VIPs.
Insurance & HSE: Confirm production insurance, venue insurance clauses, and on-site health & safety plan.
Vendor selection: Book preferred suppliers for lighting, audio, video, rigging, staging, cameras, and streaming. Confirm availability and lead times.

Site Survey Checklist (During Visit)

Measure stage dimensions, wings, backstage access, and load-in routes.
Confirm rigging points, their SWL (safe working load), and availability of licensed riggers.
Locate power distribution: main panels, distro, generator access, and distance to stage.
Check sightlines from front-of-house (FOH) to stage, camera positions, and screens.
Note venue acoustics and potential reflections; plan for acoustic treatment if required.
Identify dedicated areas for control (lighting desk, audio FOH, video/vision mixer), staging of camera platforms, and commentator booths.
Verify back-of-house facilities: Green rooms, artist entrance, secure storage, and catering zones.
Map emergency exits, first-aid point, and security posts.

Technical Equipment & Supply Checklist

Audio

Mixing console (FOH) – venue or rental; backup console plan.
Monitor console (if live band or performers) and in-ear monitor system.
Line arrays / PA speakers and fills (coverage plan with dB mapping).
Subwoofers sized to audience and venue.
Microphones: handheld wireless, lavalier mics, headsets, instrument mics, DI boxes.
Wireless frequencies coordination and frequency plan with local spectrum.
Stage snake or digital audio network (Dante/MADI) with redundancy.
Audio playback devices and redundant systems (dual laptops/players).
Comprehensive cable inventory and spares (XLR, multicore, power cables).

Lighting

Lighting desk with show file/backups (console model and software version).
Profile spots, moving heads, wash fixtures, LED battens, blinders, and followspots.
LED video wall lighting integration, uplighters, and cyc/trim lighting.
DMX / RDM and Art-Net network planning; IP addressing and backup protocols.
Dimmer racks (if required) and power distro for fixtures.
Gels/filters, gobos, haze/fog machines with safe usage policies.
Spare bulbs, spare fixtures, and critical replacement parts.

Video & Vision

LED wall / projection specs (pixel pitch, brightness, native resolution).
Video processor/scaler (e.g., Resolume, Barco, or similar) with spare.
Vision switcher / mixer and backup switcher if broadcasting or streaming.
Cameras (ENG/Studio), lenses, tripods, pedestals, stabilizers, and camera operators.
Camera tally system and intercom camera cues.
Playback media servers for pre-rolls, lower-thirds, and sponsor reels.
Confidence monitors and foldback screens for presenters backstage.
Video cabling – SDI, fiber runs, and converters; test all runs end-to-end.

Rigging & Stage

Stage decking and risers with non-slip surface and safe loading specs.
Truss, motors, chain hoists, and certified rigging hardware.
Stage stairs, ramps, podium, lecterns, and red-carpet(s).
Rigging plot and CAD drawings for approval by venue/rigger.
Edge protection, cable ramps, and anti-trip measures.

Power & Distribution

Main power source checks – confirmed supply amperage and phasing.
Stage power distro with labeled breakers and load balancing plan.
Uninterruptible Power Supplies (UPS) for critical video and control systems.
Backup generators with fuel plan for extended runs.
Lockable power panels and protection for all critical feeds.

Communications & IT

Intercom systems (Clearcom or equivalent) with headsets and beltpacks.
Event-specific Wi-Fi and dedicated VLAN for broadcast/streaming devices.
Ethernet infrastructure for lighting control, media servers, and ticketing.
Network diagram, IP plan, and static IPs for key devices.
IT support onsite and backup mobile internet (4G/5G bonding) for streaming redundancy.

Staffing & Roles Checklist

Production Manager / Technical Producer — Overall technical leadership and client liaison.
Showcaller / Stage Manager — Runs the show during live performance, cues, and timing.
Audio Lead / FOH Engineer — Sound mixing and audio checks.
Lighting Designer & Operator — Lighting plots, cues, and execution.
Vision Director / Technical Vision Mixer — Camera switching and video playback.
Riggers & Stage Crew — Safe installation and strike.
Broadcast / Streaming Engineer — Encoders, bitrate, stream management and platform delivery.
Camera Operators — Multiple camera coverage and rehearsed framing.
AV Technicians — Systems troubleshooting and equipment swaps.
IT Support — Network stability, VLAN, and device provisioning.
Safety Officer — Ensures compliance with local HSE regulations and emergency planning.

Pre-Event Testing & Rehearsals (T-3 to T-1 days)

Full technical dry run: Lighting, audio, video, camera positions, and foldback tested end-to-end.
Cue-to-cue rehearsal: Run every cue in sequence with the showcaller calling each cue; test transitions and timings.
Soundcheck: Full soundcheck for presenters, bands, and playback sources; adjust EQ and feedback suppression.
Camera blocking: Rehearse presenter walk-ons, winner moments, and camera moves; confirm safe camera routes.
Teleprompter & autocue: Load scripts and test readability and speed for hosts and presenters.
Live streaming test: End-to-end stream test with encoder settings, CDN checks, and latency measurement.
Red-team failure simulation: Test primary/secondary failovers for audio, video, and power.
Emergency drill: Evacuation route check and staff briefing on emergency roles.

Run-of-Show Document & Cue Sheets

Create clear, time-stamped run-of-show and cue sheets for every department. Each cue should include:

Cue number and title
Trigger (e.g., host line, music, lighting look)
Responsible department (audio, lighting, vision, rigging)
Start time and duration
Pre-cue & post-cue instructions
Backup action if cue fails

Distribute PDF and printed copies to all leads, and maintain a master digital copy for live edits.

Redundancy & Contingency Planning

Duplicated playback systems: Two laptops/players with synchronized files and hot-swap capability.
Backup consoles: Spare audio or lighting console on standby or hot-swappable desks with show files ready.
Secondary network/path: Redundant bonding internet, fiber, or mobile uplink for streaming.
Power backups: UPS for critical gear and backup gensets tested under load.
Spare equipment: Extra microphones, DI boxes, bulbs, fuses, cables, and essential fixtures.
Plan B staging: Simpler show flow ready if full production cannot proceed (e.g., lighting-only or podium-only program).

Security, Access & VIP Protocols

Define access levels with wristbands or RFID badges: production, crew, VIP, media, backstage.
Coordinate security briefings with venue and client; provide door lists for VIPs.
Arrange accredited parking, dedicated VIP arrival, and private greenroom paths.
If government representatives attend, confirm protocol requirements and liaise with security officials early.
Ensure secure storage for awards, trophies, and sensitive materials.

Health & Safety (HSE) Compliance

Appoint a Safety Officer for the event and publish the HSE plan to all crew.
Perform risk assessments for rigging, elevated work, and pyrotechnics.
Confirm first-aid personnel onsite and emergency medical protocols.
Fire safety checks for haze/fog use and stage electrics.
Ensure all riggers and electricians are licensed and certificates are available.

Production Logistics: Load-In, Show Day & Load-Out

Load-In

Confirm vehicle access times, ramps, and heavy-lift equipment (forklifts/cranes).
Establish secure equipment storage and tool room.
Set up control positions first: audio FOH, lighting desk, and vision station.
Label all cable runs and lock down cable paths with ramps and ramps covers.
Test power under full stage load before system tuning.

Show Day

Pre-event technical check 4 hours before doors (audio walk, lighting preset check, projector/LED warm-up).
Final rehearsals and camera blocking 2–3 hours before doors.
All teams on comms 60 minutes before show; stage manager to perform last-minute checks.
Showcaller to run full cue-to-cue at least once with AV and host present.
Maintain call sheets and show scripts in the production office.

Load-Out

Organize a strike plan and staffing levels for efficient load-out.
Return rented equipment and check for damage; document serial numbers.
Ensure venue is left as per contract conditions and signed off by venue rep.
Debrief with core crew to capture lessons learned and incident reports.

Post-Show Deliverables & Reporting

Delivery of broadcast files, multi-cam recordings, and highlight reels to client.
Equipment inventory reconciliation and damage reports.
Post-event technical report: incidents, near-misses, power usage, and network logs.
Client survey on technical performance and suggestions for improvement.

Quick Links & Production Inspiration

For complementary projects and ideas that align with award-show production — such as sophisticated product reveals, corporate ceremonies, government protocol events, or exhibition integrations — check these specialist management pages:

Checklist Summary — One-Page Quick Reference

Paste this one-page checklist into your production binder:

Pre-Production: Scope, site survey, permits, vendor bookings.
Site Survey: Power, rigging, sightlines, FOH positions.
Equipment: Audio, lighting, video, stage, comms, power, spares.
Staffing: Prod manager, showcaller, audio, lighting, vision, riggers, IT.
Rehearsal: Cue-to-cue, soundcheck, camera blocking, stream test, red-team fails.
Redundancy: Backups for playback, consoles, network, and power.
Safety: HSE Plan, certified riggers, first-aid, evacuation plan.
Show Day: Pre-checks, comms ready, cue sheets printed, safety brief.
Post-Show: Deliverables, inventory, debrief, client report.

Final Advice for Dubai Productions

Dubai productions often require additional attention to local protocols, permits, and VIP security. Early engagement with venue teams, clear communication with government protocol offices when required, and meticulous documentation are essential. If you want a trusted partner who understands Dubai’s high standards for execution and hospitality, Award ceremony Management by Kallos Events offers full technical and creative production services tailored to high-profile contexts.