Technical event management
Key roles in the technical production of a business event
Discover who’s who backstage. An essential guide to roles in event production for Project Managers.
Edgar Vásquez
22/01/2026
Have you ever felt that cold sweat when the unloading truck arrives at the venue and doesn’t fit through the loading dock? If you are an Event Manager, you know that the success of an event is not only measured by the final applause, but by the millimetric precision of the invisible logistics that happens hours before.
In a place as competitive and saturated as Barcelona, the difference between a memorable event and technical chaos often comes down to a single factor: anticipation.
After years of operating in the MICE sector, from the pavilions of Fira Barcelona to the historic halls of the Eixample, at Edgar Vasquez Audiovisual Services we have learned an uncomfortable truth: the most expensive equipment in the world is useless if the production logistics fail.
Today we are not going to talk to you about lumens or frequencies. Today we are going to speak your language: Load-incomplexRiders and assembly times. Because we know that what you are looking for is not just “renting screens”, but the certainty that your Kick-off will start exactly when the schedule says it will.
But before getting into the matter, there is a detail in the regulations of certain hotels in the city that tends to knock down entire budgets if it is not detected during the technical visit…
When we perform a Site Inspection together with agencies and Project Managers, we notice that often the focus is on the capacity of the room or the aesthetics of the foyer. foyer. However, the real technical feasibility is hidden in the operational details.
In our trajectory, we have seen how events perfectly designed on plan clashed with the physical reality of the space. Barcelona is a city of contrasts: we have ultra-modern venues and historic palaces with 19th century entrances.
The first major filter is access. Being able to coordinate the event audiovisual services in Barcelona Does your venue is in a pedestrian zone in the Gothic Quarter or on a main artery with a bus lane?
Dock height: Not all trucks fit in all parking lots. A mistake here means unloading on the street, applying for road permits weeks in advance and increasing loading personnel(hands).
Forklift: Is it shared with the caterer? This is a classic bottleneck. In our planning, we always block off times of exclusive use for technical equipment, preventing LED screens from dangerously coexisting with coffee carts.
Do not assume that the venue has the power you need. In corporate setups with large lighting and video displays, consumption skyrockets.
We always recommend an audit of the available electrical panels and compare them with your Technical Rider. Sometimes, it is necessary to hire external generators or additional connections.
Expert’s note: Never forget to check rigging points. If you plan to fly truss structures or sound equipment, you need updated roof load certificates.
If you want to learn more about how we ensure electrical continuity, we recommend you read our guide on redundancy and safety at conferences.
Paper can take it all, but not live. One of the most common challenges that we solve for our clients Event Profs is the adaptation of the Technical Rider (that letter to the wise men sent by the speakers or artists) to the real budget and space.
At international corporate events, it is common to receive speakers who bring their own devices with various output configurations (HDMI, USB-C, DisplayPort, and even Asian or American standards).
Our approach as an Audiovisual Partner is to unify. We use professional scalers and signal processors so that, regardless of the source, the projection on screen is stable and at the correct native resolution. We avoid the dreaded “flicker” when connecting a new laptop.
It is no use having a state-of-the-art line array sound system if there is no qualified operator adjusting the equalization in real time.
At Edgar Vasquez Audiovisual Services, we prioritize the human factor. For us, the technical staff is not an extra, it is the core of the service. A good video technician knows how to react if a presentation fails; a good ruler maintains the Run of Show at bay.
If you are in the process of selecting suppliers, we suggest that you review our criteria for choosing an audiovisual partner. It will help you filter out proposals that do not meet the minimum B2B quality standards.
Time is the most expensive resource in event production. Venues charge rent by the hour, and technical teams have working hours that must be respected in order to comply with regulations and ensure safety.
The most common mistake we see in external schedules is to underestimate the time of Setup. A complex LED display assembly or lighting structure requires calibration, not just “set up and turn on”.
In our internal planning, we always apply a safety margin (buffer) of 20% over the estimated time. Why?
Delays in the delivery of the room due to the previous event.
Logistical delays due to traffic in the city.
Last minute adjustments requested by the end customer.
This extra time allows us to perform the sound and video tests with the room empty, without the pressure of having attendees coming through the door.
Technical production does not live in a bubble. We coexist with set designers, florists and caterers. Efficient coordination of audiovisual services in Barcelona requires clear leadership to orchestrate who goes in first.
Generally, rigging and lighting should be first (work at height), followed by video and sound, and finally, decoration and furniture. Altering this order often results in hidden costs and overtime. To avoid surprises on your bill, check out our guide to compare audiovisual budgets.
As we have analyzed, excellence in a corporate event is not the result of chance, but of a solid logistical architecture. From validating venue access to coordinating set-up times, each technical decision has a direct impact on your brand’s image and the event’s ROI .
Knowing what you need is the first step; knowing how to implement it without friction in a complex city like Barcelona is where experience makes the difference. Don’t risk managing technical logistics with improvised solutions or unskilled personnel.
Leave the technical and logistical complexity in the hands of experts who understand your language. We take care of the complete coordination, from design to dismantling. Request a free technical consultation and let us plan today the flawless production your client expects.
Discover who’s who backstage. An essential guide to roles in event production for Project Managers.
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