That quote may seem dramatic, but anyone who’s been behind the scenes of a high-stakes event knows: it’s painfully true. It’s especially obvious during a corporate event’s general session.

Despite the name, there’s nothing “general” about a general session! The name makes it seem like just another slot on the agenda, tucked neatly between coffee and breakouts – but in reality, it’s the main act. A high-pressure blend of stage show, keynote, and live production where every second counts.

It can easily be compared to a symphony performance – part theatrical production, part tightly choreographed mayhem. And it only sounds effortless because a backstage orchestra of experts is hitting every note behind the scenes. From lighting cues to presenter transitions, every element is part of a larger score.

Let’s break it down section by section and spotlight how your production manager (PM) and technical director (TD) are keeping the tempo and making sure your session stays in perfect harmony.

Long before the lights dim and the walk-in music starts, you’ve already done a site visit. And  if you’re smart, you brought your production partner with you. Specifically, the TD and PM.

Why?

Because where you might be admiring the chandelier or wondering if 300 chairs will fit, your PM is already asking about the stage and room layout, Wi-Fi strength, where the green room will go and so on.

The TD? Part visionary, part systems thinker, they live in that rare space between artistic intent and technical precision. They’re already asking about power access, the truss details, purpose/capacity/placement, and mentally mapping where screens, lights, stage, special effects and cameras will be placed.

They’re also checking things you might not have considered – like whether a spotlight will blind the first five rows, or if the signage placement will accidentally lead attendees to a locked service door. Their job is to see the space like a show will happen there – not just how it looks when it’s empty.

The humble clicker. It seems harmless, right? Until a nervous presenter clicks six times in three seconds, skipping half their deck and confusing everyone in the room.

Here’s where the production team saves the day. They’ll often assign someone to control the clicker backstage, advancing slides on cue rather than leaving it up to fate and fidgety fingers. It’s a subtle shift, but it keeps the presenter focused and the show tight.

And if a presenter forgets to call a cue for a video? The show caller swoops in like a pro, catches it, signals the op, and saves the day. No awkward pauses, no “Is it playing? Should I keep talking?” Just smooth, seamless transitions—like it was always meant to happen that way.

Great presenters are confident. Sometimes TOO confident. They might assume they don’t need rehearsal – until your TD kindly explains how switching from their laptop to the production system might turn their beautifully timed build animations into scrambled chaos.

Your PM will often step in here as the voice of reason. They’ll walk the presenter through the playback deck, confirm their preferred DSM view (current slide, next slide, notes, split screen?), and relay all those preferences to the graphics operator backstage. No assumptions, no surprises.

It’s this kind of detail management – quiet but critical – that keeps things from spiraling when the pressure’s on.

This is where the value of your production partner really shines. Because SOMETHING could go sideways. The DSM monitor goes black? Your TD has a backup. The deck freezes mid-slide? The playback operator has a mirrored system running and can switch in a split second. The teleprompter dies? No worries – there’s a secondary system already loaded that has been advanced in sync, real-time during the show.

And then come the last-minute curveballs. New presenter notes? Slide deck tweaks? An entirely new video that needs to be edited TONIGHT? If your PM and TD are good, they’ve already planned for that. Maybe there’s a video editor on-site – or at least one on call. Maybe your PM has a calm smile because he/she sort of saw this coming. They aren’t just reacting – they’re ten steps ahead.

Nothing kills the momentum of a polished general session faster than clunky stage transitions. You want a couch off and a podium on? Great. Who’s doing it? From where? On what cue?

Your production team should handle this choreography like stage managers on Broadway. They coordinate crew, lighting fades, music cues, and timing down to the second. No one’s guessing. Everyone’s rehearsed. And the audience never sees the magic happening just out of sight.

A top-notch production team knows that the backstage area is more than just a holding pen – it’s a sanctuary where presenters can unwind, refocus, and get into the right mindset before taking the stage.

Enter the backstage manager, the unsung hero who ensures everything runs like clockwork. They’re the ones making sure the presenter is mic’d up, hydrated, and ready to go – no awkward moments, no last-minute panics. They’ve got an invisible checklist running through their mind: Is the mic working and the clicker in-hand? Is the hair, tie, jacket in place? No gum, no untied shoelaces, no badge, no shiny foreheads – every detail checked, every potential hiccup avoided.

Meanwhile, the TD is working their magic in the background, making sure the AV support is flawless.

They’re adjusting mic levels, clearing any static, ensuring monitors are crisp and clean – basically running a smooth operation that lets the presenter focus entirely on their performance. All the behind-the-scenes tech is dialed in perfectly, so when that presenter steps into the spotlight, they do so with confidence, completely unaware of the seamless orchestration that just happened backstage.

The backstage crew makes everything appear effortless, so the presenter can simply walk out and own the moment.

It Takes a (Headset-Wearing) Village!

Planning a general session takes preparation, precision, and a team that knows how to stay in rhythm. From coordinating schedules to managing last-minute changes, everyone plays their part to keep things moving in harmony.

The real magic happens when each section –  tech, logistics, content, and crew – is perfectly timed. Cues are hit, transitions are smooth, and the whole experience flows without missing a beat. To the audience, it feels effortless.

But backstage, it’s about staying flexible, making quick calls, and keeping tempo even when things go off-script. With a strong plan, clear communication, and a team that knows how to improvise when needed, the result is a performance that hits all the right notes.

And when it all comes together? That’s the ovation-worthy moment.

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