Audiovisual and production coordination
Event technical rehearsal issue log
The technical rehearsal finds six problems, and by the next morning each person remembers a different list.
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The short answer
A technical rehearsal issue log is a single shared list where every problem found at the rehearsal is written down with what happened, where, who owns the fix, the deadline and whether it was retested. It turns a rehearsal into a closed list instead of a set of memories.
Qualified suppliers and the venue fix technical faults. The organiser keeps the log, assigns owners, and decides which issues must be closed before the event and which are accepted.
Set it up before the rehearsal
- One shared sheet that the stage manager and the organiser can both edit.
- One named person who writes entries, not several.
- Columns agreed in advance, so entries are consistent.
- A printed copy at the AV desk for notes during the run.
- The rehearsal schedule open beside it, so each entry points to a session.
What every entry needs
| Field | Example |
|---|---|
| Number and time | 12, 14:35 |
| Session or cue | Keynote walk-on, cue 7 of the cue sheet |
| What happened | Microphone cut out when speaker moved to stage left |
| Who saw it | Stage manager |
| Owner of the fix | AV supplier lead |
| Needed by | Before final run at 17:00 |
| Severity as agreed by organiser | Must fix / should fix / accept |
| Retest result and initials | Retested 17:10, OK |
Triage in three buckets
- Must fix before the event: problems that stop a session or put a speaker at risk. Technical or safety matters go to the supplier or the venue to resolve and confirm in writing.
- Should fix: problems that reduce quality but have a workaround. Record the workaround and who knows it.
- Accept: small matters the organiser knowingly lives with. Write the decision and who made it.
Close the loop
After the rehearsal, send the log to every supplier within a few hours with the owner and deadline against each line. Retest each Must fix item and record the result. Bring the open items into the technical sign-off questions so nothing is signed off unseen.
Worked example · Fictional example
A rehearsal with eight issues
Fictional organisation and figures, for illustration only.
A fictional professional body holds a two-hour technical rehearsal the day before its conference. The log records eight issues: two Must fix, five Should fix, one Accept.
The two Must fix items are a drop-out on a panel microphone and a slide that does not play on the playback laptop. Both are retested before the supplier leaves the venue. The secretariat sends the log that evening and notes that the one Accept, a slow fade on the walk-in loop, was decided by the programme lead.
Use this yourself
Technical rehearsal issue log template
Copy these columns into a shared sheet before the rehearsal.
| No. | Time | Session or cue | What happened | Owner | Needed by | Must / should / accept | Retest result |
|---|---|---|---|---|---|---|---|
| 1 | |||||||
| 2 | |||||||
| 3 | |||||||
| 4 | |||||||
| 5 |
Handle it in-house, or bring in help?
Your team can usually handle this when
- A short rehearsal with one supplier and few cues.
- A team member can write entries while someone else watches.
- The supplier already keeps its own list and shares it.
Outside planning help earns its fee when
- Several suppliers and rooms, with issues crossing between them.
- Entries need chasing and retesting across several days.
- No team member can attend both the rehearsal and the follow-up.
Need the rehearsal issues chased to closure?
A conference project lead can keep the log during the rehearsal, send it to each supplier with owners and deadlines, track retests, and bring open items to the sign-off conversation. Fixes remain with the qualified suppliers and the venue.
Questions organisers ask
Who should write the log?
One person, usually someone from the organiser side who is not also running the rehearsal. This avoids the stage manager having to write and call cues at the same time.
Should every small issue go in?
Yes, with a severity. A short entry is cheap and a forgotten issue is not. The Accept column records that it was seen and decided.
What if the supplier disagrees about an issue?
Record both views and who decides. For technical or safety questions, the supplier or venue answer governs and should be written down.
Related resources
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