What an event lighting coordination brief should say
Lighting affects how speakers look on camera and how the room feels, and it has to fit the venue and the other suppliers.
The short answer
A lighting coordination brief states what each programme segment needs to look like, which areas must be lit for speakers, audience and cameras, the cue rehearsal plan, the build schedule, and who approves the result.
Electrical loads, rigging and safe working practice belong to the venue and a qualified lighting supplier to confirm. The brief lists the effects and constraints you care about and asks the supplier to state in writing what it will provide.
What the brief has to settle
| Item | What to write | Acceptance test |
|---|---|---|
| Segments and mood | Opening, speeches, panels, awards, networking. State the intended feel and whether it changes between segments. | Supplier proposes a cue list for each segment. |
| Areas to light | Stage, lectern, panel seating, audience walkways, registration, exhibition aisles. | Plan marks each area and who is responsible. |
| Camera and photography needs | Whether photography or livestream is used, any request from those suppliers about brightness or colour. | Photographer and livestream lead are consulted before the design is fixed. |
| Branding and effects | Backdrop colours, logo lighting, any moving lights or special effects requested. | Effects list approved by the programme owner. |
| Cue rehearsal | Who calls cues, how many rehearsal minutes, and which segments are rehearsed. | Rehearsal slot is in the production schedule. |
| Build and strike | Access, build duration, hang or place positions, strike time, and overlap with staging and audiovisual. | One shared schedule agreed with the venue. |
| Venue limits | Power, hanging points, haze or effects restrictions, noise and working hours. | Venue confirms in writing; supplier confirms design fits. |
Who confirms what
The programme owner states the intended look and approves the cue list. The lighting supplier designs, builds and operates. The venue sets what is permitted in the room. Electrical and rigging safety is confirmed by the venue and qualified suppliers.
- Ask the supplier to name the operator who will run the show and attend rehearsal.
- Ask the venue whether any effect, such as haze, needs prior approval or can trigger alarms.
- Check that lighting does not wash out screens or glare on speakers' faces.
Questions to ask the lighting supplier
- What would you propose for this room and programme, and what do you need from the venue to confirm it?
- How do you work with photographers and livestream crews on colour and brightness?
- Who operates during the event, and are they present at rehearsal?
- What power and hanging do you need, and who provides it?
- What is included in the price: equipment, crew, operator, transport and overtime?
Common gaps
- The look is described only as 'nice lighting', so the quote and the result differ.
- Photography and lighting teams discover their needs on the day.
- Rehearsal time is cut because staging ran late.
- Effects are requested late and the venue has not approved them.
Worked example · Fictional example
A fictional professional dinner
Fictional organisation and figures, used only to show the level of detail.
A fictional bankers' association plans an evening dinner with speeches, a short awards segment and a photo wall. The secretariat writes the brief with three cue states: arrival, speeches and awards.
The photographer asks for even light at the photo wall and no coloured wash during awards. The secretariat adds this to the brief so the lighting supplier prices and designs against it.
Use this yourself
Lighting coordination brief template
Copy into a document and send with the programme and room plan. Mark unknowns Not decided with owner and date.
- Event, date, venue and room:
- Segments and intended look for each:
- Areas to be lit and responsible party:
- Camera needs from photography and livestream suppliers:
- Branding colours, logo lighting and effects requested:
- Cue list owner, cue caller and rehearsal time:
- Access, build, rehearsal and strike times, shared with staging and audiovisual:
- Venue limits asked and answers received:
- Supplier's written statement on design, operator, power and hanging:
- Price basis: equipment, crew, operator, transport, overtime:
- Change and cancellation terms to be stated by the supplier:
- Acceptance: cue rehearsal done, looks approved, sign-off by:
Handle it in-house, or bring in help?
Your team can usually handle this when
- The venue provides standard lighting and you only need a simple lectern wash.
- The same supplier handled last year's event.
- There is no camera work.
Outside planning help earns its fee when
- Several segments, camera requirements, effects or branding.
- Lighting, staging and audiovisual overlap in time and space.
- The venue has restrictions on effects or hanging that need clarification.
Want lighting coordinated with the other technical briefs?
An Event Blueprint can set lighting requirements alongside staging, audiovisual and photography briefs with one build schedule. A project lead can then collect the written confirmations from the venue and supplier.
Questions organisers ask
Do we need a separate lighting supplier?
It depends on the venue. Ask what the venue provides and what it does not, then decide whether the gap needs a separate supplier.
Who is responsible for rigging safety?
The venue and the qualified lighting supplier. The brief records who confirmed it and when.
How detailed should the cue list be?
Detailed enough for each segment to have a stated look and a named person calling cues. The supplier turns this into a technical plan.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.