Production Value Matters: The Business Event Podcast

Why Your Event Fell Apart: The Meeting That Never Happened

Jul 22, 2025

Delve into the pivotal moments before an event goes live. Discover how a missed pre-event meeting can lead to chaos in minutes. Learn the importance of alignment between executives and the AV team to avoid communication pitfalls. Gain insights into wardrobe strategies and rehearsals that empower presenters. Find out why early preparation can save the day and how to view your AV team as experience architects. This discussion reshapes the way you think about event production.

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INSIGHT

Invite AV Into The Creative Process

Events succeed or fail long before show day because early alignment shapes storytelling and technical choices.
Invite AV to the creative download so tech supports the why, not just the how.

ADVICE

Run A Thorough Creative Download

Do a creative download with goals, presenter lineup, session formats, and visual tone clarified.
Review stage design and technical must-haves so the team builds to the event intent.

ADVICE

Brief Presenters Early

Brief presenters one to two weeks out with stage ground plans and technical needs.
Review mic preference, monitors, slide needs, and adjust content to align with event goals.

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In this solo episode of Production Value Matters, host Matthew Byrne takes you backstage—before the lights, before the walk-on music, before the chaos. Drawing from two decades of production experience, Matthew breaks down how a missed pre-event meeting can unravel even the most polished event in its first three minutes.

This is not a conversation about gear. It’s about leadership, communication, and making sure your AV team isn’t showing up blind. From initial creative downloads to wardrobe strategy, stage walkthroughs, and cue-to-cue rehearsals, Matthew outlines the critical checkpoints that separate seamless shows from show-saving scrambles.

Whether you’re a senior planner, executive, or production lead, this episode will reshape how you think about AV and why early alignment is the best insurance policy your event has.

What You’ll Learn:

Why show disasters start months before the event, not backstage
The must-have details to include in your initial creative download meeting
How to align the C-suite, speakers, and AV team before the pressure is on
Wardrobe as a critical (and overlooked) production decision
The power of paper tech and cue-to-cue rehearsals without talent
How to support presenters for maximum comfort and confidence on stage
What a “production tie-down” meeting should include
How strong pre-pro gives your team the flexibility to adapt when things change
Why your AV team needs to be viewed as experience architects, not tech operators

Matthew Byrne is the Founder of Byrne Production Services and host of the Production Value Matters podcast. With over 20 years of experience in large-scale AV and event production, Matthew helps event leaders bring strategy, technology, and storytelling together to create unforgettable experiences.

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Follow and Connect with Matthew on LinkedIn: linkedin.com/in/matthewbyrnecsep

For additional resources for #eventprofs visit www.productionvaluematters.com

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