At Heroic Productions, we recently had the pleasure of hosting Show Caller and Stage Manager JP Porter on the Please Welcome Live show. With nearly four decades in the industry, her insights are invaluable. After our conversation, we had even more questions about the evolving landscape of event production.

JP began her career in the ’80s as an A/V Producer during the “do everything” era. She handled photography, video shooting, audio recording, and editing, which fostered a deep understanding of each crew member’s role. From experience, we can tell you that JP is a powerhouse in events, and we frequently have the privilege of working with her.

Client Preparation

“Rehearsals aren’t just for the presenters—they’re for the crew, too,” JP emphasizes. “We can’t support your vision if we’re not in on it.” This highlights a crucial aspect of live event production: teamwork. When presenters shine on stage, it’s because a dedicated crew is behind the scenes, making everything work seamlessly. However, not every client arrives fully prepared. JP explains, “It’s our job to help them and protect them from mistakes we’ve seen before.”

Effective preparation includes cue-to-cues, allowing the crew to rehearse before and after the executives step on stage. “We’re perfectionists, sometimes even more than the client,” JP notes, highlighting the importance of thorough preparation, especially when significant budgets are on the line.

As rehearsals become less frequent due to busy schedules, JP warns, “The most expensive time spent is in the ballroom. If you wait to prepare until you get there, the chances of your show not going as planned are very high.”

Ultimately, success comes down to a mindset shift. With hectic schedules, it’s easy to think, “I don’t have time to rehearse.” But JP stresses the importance of planning ahead and ironing out any issues early on.

The Weight of Preparation: Setting the Stage for Success

“As the person responsible for the show’s success, preparation is how I hold up my end of the deal,” JP states. Preparation for her requires laser focus. “I try to know everything about the show before I get there,” so she can guide the team effectively.

While event planning can span months, JP often has just one day to learn the entire show. “It feels like drinking from a firehose,” she says. Gathering details about slides, videos, and scripts is crucial. She collaborates with the technical director and team members to understand their needs and equipment.

Once she has all the information, she builds cue sheets—the “bible” of the show. “If I don’t have complete information, it ripples to the crew. They’re listening to me for direction,” she explains.

The Art of Show Calling: Precision, Preparation, and Clear Communication

JP shares a memorable experience: “I once called a show from nothing but post-it notes. It was the hardest show I’ve ever done.” Knowing who goes on stage is one thing; mastering the transitions is what makes or breaks an event. Last-minute changes can throw everything off balance.

Step 1: Paper-Tech

Once the room is set, JP conducts a “paper-tech” session. “We sit together and hear everything at once, fostering teamwork.” The session covers who the client is and their expectations before diving into details. “The crew just wants clear direction,” she notes.

Afterward, each crew member goes to their station to run through the show. “If we jump straight to having the client there without rehearsal, we’re not prepared. That’s when the client starts to lose faith in us.”

Step 2: Onstage Rehearsals

Next, the client joins for onstage rehearsals. “This is where we strengthen the trust rope. They need to know we have their back.”

Step 3: Cue-to-Cues

After the client leaves, the crew runs through “cue-to-cues.” Repeating these sequences before leaving for the day and again in the morning keeps everyone sharp and ensures the equipment is working properly.

Stand By and Go: The Role of the Show Caller

Being a show caller involves guiding the crew through complex sequences. “I tell them to STAND BY and what to expect when I say GO. My job is to lead them to success with clear communication.”

JP maintains focus on multiple tasks at once, from managing camera shots to reading scripts. Her cue sheets are detailed, with notes for each department. “I always leave a paper trail in case something happens to me before the show.”

The Show Must Go On

In her long career, JP has only missed one show. “I got sick between waves of the same event, but thanks to clear communication and cue sheets, the crew could carry on without me.”

The State of Live Event Production

Reflecting on the industry, JP shares several key observations and takeaways:

• Preparation Gaps Since COVID: “Fewer people realize the need to prepare, creating a gap in mentorship and experience.”
• Lack of Information in Advance: “I don’t receive enough details to prepare effectively. It feels like steering a ship without a map.”
• Decline in Curiosity: “Not enough people are eager to learn. The most successful ones are the ones who act like sponges.”
• Loss of ‘White Space’: “We’ve lost the time to digest and ponder. That space for reflection is critical.”
• Nerves Are a Good Sign: “If you aren’t a little nervous, you won’t perform at your best. That edge keeps you sharp.”
• Challenges of Being the ‘Hired Voice’: “Coming in as the ‘hired voice’ is tough because I don’t know the crew’s skill levels or who needs more guidance.”
• The Military Parallel: “Our business is like the military—there’s a leader (the show caller) and a crew. We all face the same direction, united in our goal of success.”

JP’s insights remind us that preparation, communication, and collaboration are key to a successful event. With her experience and passion, she continues to be a guiding force in the ever-evolving world of live production.

If you would like to see what Heroic Productions can do for your next event, contact us.

To watch JP Porter’s episode of Please Welcome, visit our Please Welcome page or tune in on Spotify.