Event production in Switzerland: the checklist from concept to load-out
The running order we use on our own festivals and client productions - what has to be on paper before anything gets booked, and what has to be true on site before doors open.
Before anything is booked
Concept, budget, timeline, permits, crew plan. All five on paper, in that order. A production that books a headliner before the permit path is clear is buying an expensive option on a date it may not get.
The budget needs a contingency line of 8 to 12 per cent for anything outdoor. Weather in Switzerland does not negotiate.
Permits and authorities
Depending on canton and venue you will deal with the municipality, the cantonal police, the fire authority, the food inspectorate and - for amplified music - noise clearance. Lead times of eight to twelve weeks are normal, longer for public ground and road closures. Book the authority meeting before the artist call.
Suppliers and the technical rider
Stage, sound, light, power, fencing, sanitary, security, medical. Each with a named contact and a load-in slot. Consolidate the artist riders into one technical spec before you tender - two headliners asking for different consoles is a budget line, not a detail.
Show day: the three timelines that matter
Build timeline, crew timeline, show timeline. Distinct documents, one owner each. Stage management runs the show timeline minute by minute; artist care runs arrivals, drivers, dressing rooms and hospitality against it. When those two are in one document, both fail.
On SunIce Festival this is the layer we own: drivers, backstage, artist care, stage management. It is invisible when it works.
Load-out and the debrief that pays for itself
Load-out is planned with the build, not after the show. Within a week: numbers, incident log, supplier ratings, and the one thing to change next edition. Written down, it compounds; remembered, it evaporates.
How long does it take to plan an event in Switzerland?
For a mid-size production, plan six to nine months. Permit processes alone typically need eight to twelve weeks, longer when public ground, road closures or noise clearance are involved.
What permits do I need for an event in Switzerland?
Depending on canton and venue: municipal event permit, police clearance, fire safety approval, food and beverage authorisation, and noise clearance for amplified music. Requirements are set cantonally, so the municipality is always the first call.
What does an event production company actually do?
Project management and operations: concept, budget and timeline, permits, supplier tendering and coordination, crew planning, stage management, artist care and hospitality, and load-out. In our case also F&B and ticketing where the client wants one owner.