The loading process for Mechanical & Electrical (M&E) and Audio-Visual (AV) teams is a critical stage in event production, ensuring that all technical and stage performance elements are installed, tested, and prepared for seamless execution. This process involves careful planning, coordination, and execution across several key phases.
- Pre-Loading Preparation
Before the actual loading begins, both teams engage in meticulous planning. This includes reviewing event blueprints, technical riders, and stage layouts to ensure that all required equipment is accounted for. The M&E team focuses on power distribution plans, cabling routes, and load capacities, while the AV team reviews sound, lighting, and visual display requirements. Equipment is organized and packed, with components such as trusses, lights, soundboards, and screens pre-labeled for quick identification.
- Venue Inspection
Upon arrival, the teams conduct a venue inspection. The M&E team assesses power access points, evaluates structural limitations for rigging, and ensures adherence to safety codes. Simultaneously, the AV team identifies optimal placements for speakers, projectors, and stage lighting to enhance the audience’s experience. Any potential challenges, such as limited space or difficult cable routing, are addressed before unloading begins.
- Unloading and Staging
Equipment is carefully unloaded from transport vehicles, following a priority-based system to ensure efficient workflow. Heavier items, such as trusses and staging platforms, are typically handled first to provide the foundation for subsequent setups. Both teams rely on coordinated efforts to prevent damage and ensure proper placement. Items are staged near their installation points to minimize movement during setup.
- M&E Team Setup
The M&E team begins by installing temporary power systems, distributing electricity to designated zones using circuit breakers and transformers. They lay cables, ensuring that they are securely fastened and do not interfere with foot traffic or performance areas. Rigging for lights and stage structures is also managed at this stage, adhering to load-bearing calculations and safety standards.
- AV Team Setup
The AV team works in parallel, focusing on audio, video, and lighting installations. This includes setting up speaker arrays, microphones, LED walls, and lighting fixtures. The team aligns projection systems and adjusts camera placements for live feeds or recordings. Connections to the control booth are established, ensuring that all equipment can be operated from a central location.
- Testing and Calibration
Once installed, both teams collaborate for comprehensive testing. The AV team conducts soundchecks to balance audio levels and eliminate feedback, while also adjusting lighting angles and color temperatures. The M&E team ensures power stability and monitors for any overload risks. Synchronization between audio, visuals, and stage lighting is achieved through rehearsals with performers.
- Safety Checks and Final Adjustments
Safety is a top priority, and both teams review their setups to ensure compliance with regulations. The M&E team checks all power connections, while the AV team secures equipment to prevent hazards. Final adjustments are made based on input from event organizers or performers, ensuring the setup meets creative and technical expectations.
- Collaboration and Handover
The M&E and AV teams work together to ensure seamless integration of their systems. Once the setup is complete, control is handed over to the operators, who will manage live event execution. This collaborative effort ensures a professional, well-coordinated stage performance that meets the audience’s expectations.
Through strategic planning, efficient execution, and teamwork, the M&E and AV teams play a pivotal role in delivering successful stage performances.
Video: Loading work at an event by Indochina Heritage at InterContinental Hanoi Landmark 72, November 2023.
