What Happens During an Event Build & Derig? A Behind-the-Scenes Timeline

Guests see the finished event. They don't see the days of work before the doors open, or the hours after they close when everything comes down again. That work is the build and the derig. The build (sometimes called load-in or set-up) turns an empty venue into a working event space. The derig (or load-out) takes it all apart and returns the venue as it was found. Both run to tight schedules, often overnight, and both depend on having the right crew in the right place at the right time. Here's what a typical build and derig looks like, step by step.

Before the build: planning and briefing

A good build starts weeks before anyone arrives on site. The production team shares floor plans, schedules and venue rules, and the crewing company works out how many people are needed for each stage and what skills they need.

Key details get confirmed early:

• Venue access times, including any curfews or noise restrictions
• Loading bay slots and vehicle movements
• Health and safety requirements, including PPE and site inductions
• Call times for each crew shift

The day before, crew receive a briefing with the address, call time, site contact and what to bring. Small things like parking or where to sign in can cost an hour on the day if they're missed.

The build: from empty room to event space

Builds usually follow the same order, because each stage depends on the one before it.

1. Arrival and induction. Crew sign in, receive a safety briefing and are split into teams by the crew chief.
2. Load-in. Trucks are unloaded at the loading bay and kit is moved to where it's needed. This is often the most physical part of the day.
3. Rigging and structures. Anything that hangs or holds weight goes in first: trussing, lighting rigs, staging and any large structures.
4. Technical set-up. Lighting, sound and video teams install and test their equipment, with crew supporting cable runs and positioning.
5. Set and furniture. Stands, sets, branding, furniture and props are installed and dressed.
6. Final checks and clean. Packaging and waste are cleared, walkways are checked and the space is handed over for rehearsals.

A build can take a few hours for a small reception or several days for a large exhibition or festival. Timings often shift on the day, so crew who can adapt quickly make a real difference.

During the event

Once doors open, some crew stay on site. They handle changeovers between sessions, move furniture, restock areas and fix anything that needs attention. Where security is part of the brief, the team also manages access points and keeps guests and kit safe.

This is also when the derig plan is confirmed, so everyone knows the order things will come down in.

The derig: taking it all down

The derig usually starts as soon as the last guest leaves, and it moves faster than the build. Venues often need the space back by a set time, so there's little room for delay.

1. Clear the floor. Furniture, props and loose items are removed first to make space to work safely.
2. Strip the set. Stands, branding and set pieces are taken down and packed.
3. Technical breakdown. AV teams de-rig their equipment while crew coil cables and pack cases.
4. Bring down structures. Rigging, trussing and staging come down last, in the reverse order they went up.
5. Load-out. Kit is loaded onto trucks in the agreed order, so it arrives at the next site or warehouse ready to use.
6. Venue handback. The space is cleared, checked and signed off with the venue team.

Careful packing matters as much as speed. Kit that's damaged or packed in the wrong truck costs time and money on the next job.

What makes a build and derig run smoothly

Most problems on site come down to three things: unclear plans, too few people, or crew who don't know the job. Getting those right means:

• A clear schedule shared with everyone in advance
• The right number of crew for each stage, including enough for the derig
• Experienced crew chiefs who can keep teams moving when plans change
• Crew who understand venue rules and work safely

Alpha Crew supplies experienced event crew for builds and derigs across the UK, France, Spain, Germany and New York. To talk about crew for your next event, get in touch.