Presentator op podium bij een groot zakelijk evenement

The person you don't see but who handles everything

At Live Impact we're regularly asked: what exactly does that stage manager do that you bring in for events? A fair question, because the stage manager is one of the most invisible and at the same time most crucial people on the floor.

An event has two sides. What the audience sees: the hosts, the acts, the lights, the sound. And what the audience doesn't see: the stream of instructions, signals and coordination that makes it all possible. The stage manager lives in that invisible world. And does the job best when nobody notices.

What is the stage manager responsible for?

The stage manager coordinates everything that happens around and behind the stage. That covers the technical aspects (sound system, lighting, screens), but also directing performers, acts and technicians.

He or she watches the timing of every stage moment. Is the performer backstage on time, is the microphone ready and does the technician know about the cue? The stage manager has a sharp eye for detail. And acts quickly at the first sign of trouble, before the audience notices.

A good stage manager communicates clearly with the whole team: producers, technicians, performers and the show caller. He speaks to everyone in their own language and keeps things calm, even when it's hectic.

Safety and comfort of performers

The stage manager is also responsible for safety on and around the stage. Technical equipment has to be safely installed. Walkways have to be clear. In an emergency, the stage manager is the first to know how to act.

On top of that, the stage manager makes sure performers and acts can do what they need to do. Enough warm-up time, a well-set-up backstage, food and drink at the right moment. Small things that make a big difference to the performance on stage.

Stage manager vs show caller: what's the difference?

Many people confuse the stage manager with the show caller. Understandable, because both roles are about coordination. But they look in a different direction.

The stage manager looks at the stage and the backstage. His world is physical: people, equipment, movement. The show caller looks at the whole picture and calls the cues: light, sound, vision and movement at the right moment. At smaller events one person sometimes fills both roles. At larger productions they are always two separate people.

At Live Impact we always work with the right staffing for the scale of the event. We think in advance about which roles are needed and who can best fill them.

When do you need a stage manager?

As a rule of thumb: as soon as there's a stage with multiple acts, technology and a tight schedule, you need a stage manager. For a simple presentation with one speaker and a projector, the project manager can take on this role. For a kick-off with five acts, a band and a light show, a dedicated stage manager is indispensable.

Indicators: more than three stage changes, live artists or performers and a tight run sheet. Or a venue with separate backstage and front-of-stage areas.

What does a stage manager cost?

The cost of a stage manager depends on the scale of the event, the duration and the complexity. For a day production, reckon on €450 to €850 for an experienced stage manager, including preparation and debrief. For multi-day or highly complex productions the rates are higher.

At Live Impact the stage manager is part of the production team. We always plan this role in deliberately, depending on what the event requires. That way you can be sure the right person is in the right place.

Everything behind the scenes, for a perfect result for the audience

The stage manager is the calm behind the stage. The person who makes sure everything runs like clockwork. So the audience sees only the end result: a smooth, professional show.

At Live Impact we always put the right people in the right place. Want to know how we produce an event? Call us on 085 401 40 14 or email hello@live-impact.nl.

Seriously fun.

Also read

• Event marketing: why a live event makes your message resonate more strongly

• Kick-off program: how to build a day that sticks

• Teambuilding activities: 20 ideas that really work

Frequently asked questions

Can Live Impact help organise a corporate event?

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.

Read our full article on organising a corporate event →

How much time do you need to organise a corporate event?

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.

See the full phasing in our article →

How do you write a good brief for a corporate event?

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.

Read the full article with all brief elements →

What is the difference between a corporate event and a staff party?

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.

More on organising a corporate event →

What does it cost to organise a corporate event?

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.