At a big event you probably don't think about the person who keeps the show running smoothly. Yet that person (the show caller) has a hand on the wheel for every second of the evening.
At Live Impact we're often asked: what exactly does a show caller do? The answer: the show caller is the conductor of your event. He or she calls every element of the show live, cue by cue. Light, sound, vision, performers, hosts: everything moves at the right moment through one headset and one run sheet.
An event has dozens, sometimes hundreds, of technical cues. A spotlight coming up, a video clip starting, a performer walking onto the stage. Or a host being given the go-ahead. All those moments have to happen exactly on time.
The show caller knows the run sheet inside out and translates it live to the whole technical team. He anticipates what can go wrong and fixes it before the audience notices. A performer running late? The show caller fills the time, gives the lighting operator a new instruction and brings the programme back on schedule.
Without a show caller, a complex show runs like an orchestra without a conductor: everyone plays, but not at the same time.
The show caller works from a technical control position, usually with a sightline to the stage. Through a headset he's connected to all the operators. He or she calls every cue: standby light cue 12, go, and the lighting operator acts. Standby video, go, and the video technician starts the clip.
Before the show begins, the show caller runs through the whole programme with the technical team. We go through every cue, lock in timings and discuss contingency scenarios. During the show the show caller is in constant contact with the stage manager, technical crew and production.
The show caller also watches over safety. In an emergency he stops the show the right way: in an orderly fashion and without panic among the audience.
A frequently asked question. Both roles are indispensable on large productions, but they look in a different direction.
The show caller directs the whole. He sits at the technical wheel and calls all the cues live: light, sound, vision, movement. His perspective is: the entire event as one coherent whole.
The stage manager runs the backstage and the stage. His world is physical: performers in the right place, equipment safely set up, staff briefed. He is the show caller's right hand on the floor.
At smaller events, one person sometimes combines both roles. At larger productions they are always two separate people. Live Impact always decides in advance which staffing suits the complexity of your event.
Does your event have multiple technical disciplines working together at the same time? Then you need a show caller. This applies to live performances with video and light, to plenary programmes with tight timing and to award shows or galas. Hybrid events where online and offline run at once also call for a show caller.
For a simple presentation with one speaker and a projector, a show caller isn't needed. As soon as the programme involves multiple acts, technical cues and operators, doing it without a show caller is a risk.
An experienced show caller costs €500 to €950 for a day production, including preparation, rehearsal and debrief. For multi-day or highly complex events the rates are higher. The investment pays for itself. One missed cue or a technical fault that nobody resolves quickly costs more than the show caller in question.
At Live Impact the show caller is a fixed link in our production set-up for events above a certain complexity. We decide that per project, based on the programme and the number of technical disciplines.
A good show caller is invisible to the audience. What the audience feels is a show that's perfectly on tempo. No waiting, no blunders, no confusion. Just the experience you had in mind.
At Live Impact we work with regular show callers who know our way of working and understand our productions. Want to know how we produce an event? Call us on 085 401 40 14 or email hello@live-impact.nl.
Seriously fun.
Yes. Live Impact is a concept agency for corporate events. We help with the complete process: from first brainstorm and concept development to venue selection, programming and production.
Whether you're planning a staff party, conference, kick-off, anniversary or client event: we think along. We ask sharp questions and make sure the result stays with people.
Get in touch via hello@live-impact.nl or call +31 85 401 40 14.
Start at least three months ahead. For large events (300+ guests, complex production), six months is more realistic.
The organisation runs in four phases. First lay the foundation (12 to 10 weeks before the date), then concept and partners (10 to 6 weeks). Then the detailed work (6 to 3 weeks) and finally execution plus aftercare in the last 3 weeks. Popular venues and artists are quickly booked up in autumn.
A good brief contains at least six elements. They are: the objective, the target audience, the number of guests, the preferred date, the budget and prerequisites (venue, dietary requirements, travel time).
Write it on a single A4. Share it with your project team and your agency. Without a brief, everyone works from assumptions. That delivers a messy result.
A staff party is specifically for staff: internal, familiar, and the mood is looser. A corporate event is broader and can be a staff party, but also a conference, kick-off, anniversary or client event.
The difference lies in the approach: a staff party is about celebrating and connecting. A corporate event can also serve strategic goals, such as knowledge sharing, brand positioning or culture change.
A corporate event costs around €200 to €500+ per person ex. VAT for 250 to 500 guests. For 500 to 1,000 guests, expect around €150 to €400+ per person. For 1,000 to 2,000 guests, expect around €125 to €350+ per person. For more than 2,000 guests, expect around €100 to €300+ per person. All amounts excluding VAT, including venue, catering, entertainment and production.
The exact budget depends on the type, the venue and the programme. The brackets above indicate the range for an average corporate event.