Festival Stage Management and Production Cues: Keeping the Show on Track Backstage

As the crowd cheers and the next band’s intro music starts to roll, most festival-goers are oblivious to the intense coordination happening just offstage. Behind every seamless set and smooth transition is a Stage Manager orchestrating it all in real time. Stage management and production cues are the backbone of a festival’s on-stage execution. This high-pressure, detail-oriented world operates behind the scenes to ensure the show the audience sees runs like clockwork, even if they never realize someone was pulling the strings.

The Stage Manager’s Critical Role at Festivals

The Stage Manager is the nerve center of each stage at a festival. They serve as the chief coordinator between the artists, their road crew, and the festival’s technical teams (audio, lighting, video, stagehands). Every act’s performance – from a small acoustic set on a side stage to a headline spectacle on the main stage – depends on the Stage Manager to keep things running on time and on point. At a boutique local festival, one person might juggle multiple duties as Stage Manager, production assistant, and even MC. At a massive international festival, there may be a dedicated Stage Manager for each stage, often with assistants, all ensuring that their stage’s schedule is executed flawlessly. In all cases, the Stage Manager’s primary mission is the same: make sure each artist starts and ends their set as scheduled, and that all elements of the show are executed smoothly.

Being naturally organized and assertive is almost a job requirement. Months of planning converge on the stage schedule that unfolds in mere minutes or hours, and the Stage Manager is responsible for bringing that plan to life. They work closely with artist relations teams ahead of show day to understand each act’s needs and schedule. On the day of the festival, they confirm artists have arrived, oversee soundchecks, and manage any last-minute changes. Once the festival is in full swing, the Stage Manager steps into the hot seat as the show caller for their stage.

Showtime Checklist: Before and During Each Set

Preparation and timing are everything. For each set, a Stage Manager follows a checklist to ensure nothing is overlooked and every cue is hit. Below is a typical run-through of a Stage Manager’s responsibilities for each performance on a festival stage:

1. Artist Check-In: Confirm the next band or artist is on-site and in the backstage area well before their set. Communicate with the artist liaison or tour manager to verify everyone is present and any special requirements (like unique equipment or extended setup needs) are known.
2. Stage Setup Verification: Ensure all instruments, backline, and equipment for the upcoming act are properly placed and set according to the stage plot. The Stage Manager coordinates with stagehands and backline techs to double-check that gear is in position, cables are plugged in, and everything on stage matches the artist’s technical rider.
3. Setlist and Tech Briefing: Obtain the artist’s setlist and share it with key crew members – especially the front-of-house (FOH) audio engineer, monitor engineer, and lighting and video operators. This allows the audio team to anticipate mix changes and the lighting/spotlight operators to know where to focus at big moments. Everyone knowing the plan helps prevent surprises during the show.
4. Line Check: Oversee a quick line check with the audio team once the band is set up. Each microphone, instrument, and DI line is tested briefly to confirm it’s working moments before showtime. The Stage Manager listens on the intercom for the “all clear” from sound engineers that the stage is ready. Only then do they give the go-ahead to start the set.
5. Cueing the Introduction: Communicate with the MC (Master of Ceremonies) or announcer, if one is present, that the stage is ready. When it’s time to begin, the Stage Manager signals the MC to step on stage and introduce the artist. (In some cases where there’s no MC, the Stage Manager themselves might make a brief announcement or simply proceed with starting the show.)
6. Starting the Show – “Go” Time: This is where production cues come into play. Over the intercom system (often a Clear-Com headset), the Stage Manager calls the cues to start the performance:
   • House Music Off: Instruct the audio team or DJ to fade out or cut the background music that’s been playing to keep the crowd entertained during changeover.
   • Lights and Video Cues: Tell the lighting operator to bring down the house lights or stage work lights and set the stage lighting for the performance (for an evening show, this might mean dimming to black or turning on the stage spots as the band walks on). If there’s an intro video or special graphics on the LED screens, the Stage Manager cues the video team to play it.
   • Sound Go: Give the FOH audio engineer and monitor engineer the “go” signal – meaning it’s time to un-mute the stage mics and start the show. Often the Stage Manager will say “Sound, go” on the intercom at the exact moment the band is ready to hit their first note or when the intro music should start.
7. Maintaining the Set Schedule: Once the act is playing, the Stage Manager’s job shifts to timekeeping and oversight. They keep an eye on the clock (usually with a stopwatch, set timer, or a festival schedule sheet in hand) to ensure the performance is running within its allotted time. For example, if a band has a 45-minute set, the Stage Manager is tracking time from the moment they started. They may give discreet alerts as the set progresses – such as signaling a crew member to show a “10 MINUTES LEFT” card at the side of the stage, or using hand signals to the band’s stage crew indicating when it’s time to wrap up. This heads-up lets the artists know where they stand time-wise without startling them or the audience.
8. Cueing the Finale: As the end of the set nears, the Stage Manager might communicate “one song left” or “last song” to the artist’s team (either via hand signal, a pre-arranged cue light, or through the monitor engineer’s talkback mic). This ensures the artist picks a final song that fits the remaining time. If an encore isn’t planned or permitted due to schedule, the Stage Manager will be ready to politely prevent any unplanned extra songs.
9. End of Set and Changeover: At the exact scheduled end time, the Stage Manager ensures the performance concludes. This could involve having the MC ready to come back out to thank the band and cheer for them as they exit, or simply coordinating with the audio team to play outro (house) music once the band has finished their final song. The moment the stage is clear of performers, the Stage Manager switches gears to oversee the changeover: instructing stagehands and tech crew to start removing the previous band’s gear and quickly set up the next act’s equipment. Their goal is to execute this turnover swiftly and safely, maintaining the schedule momentum.

This checklist can vary in detail depending on the festival and production complexity, but the core idea is consistent: the Stage Manager shepherds every act from before they step on stage to after they exit, ensuring nothing falls through the cracks.

Calling the Show and Communicating Cues

A festival Stage Manager is essentially a show caller – much like a conductor, but instead of an orchestra, they cue the technical team. Using a closed-loop comms system (often wired or wireless intercom headsets such as Clear-Com), the Stage Manager can talk to all department heads in real time. This communication is critical for timing things perfectly. For instance, when it’s time for the next act to begin, the Stage Manager might say over the headset: “Standby lighting… Standby audio… Go MC” to cue the emcee’s introduction, then “Lights go” and “Sound go” as the band takes the stage. Each of these short phrases triggers a specific action by a crew member.

Clear, calm communication is key. Lighting, sound, video, and stage crews rely on the Stage Manager’s calls to execute their portion of the show at just the right second. A good Stage Manager uses concise language on the intercom, often pre-agreed cue words, so everyone understands what action to take. They’ll also be listening: for example, the lighting operator might say “spots ready” or the monitor engineer might report “line check complete.” This constant back-and-forth on comms keeps the entire team in sync. In high-end productions, the Stage Manager may even have a printed or digital run-of-show script or cue sheet to follow, with each act’s start/stop times and any special cues (like pyrotechnics or video content triggers) listed. Following this script, they call cues precisely as planned – and adjust on the fly if the plan changes.

In smaller festivals where a full intercom system isn’t available, Stage Managers adapt with two-way radios or hand signals. They might count down verbally over radio (e.g., “We’re going in 3…2…1…”) for the crew to take action together. While not as ideal as an open intercom line, the goal is the same: coordination and timing. No matter the tools, the Stage Manager’s calm voice cutting through the chaos is what ensures that house music fades out exactly when it should, lights come up right on cue for the big entrance, and every other technical element happens exactly when the audience expects it (or better yet, surprises them in a delightful way).

Staying on Schedule and Managing Changeovers

One of the Stage Manager’s greatest challenges and top priorities is keeping the stage on schedule. Festivals are complex machines with many moving parts – if one stage runs late, it can have ripple effects, especially if artists have commitments on other stages or if there’s a strict curfew at the venue. The Stage Manager must be vigilant about timing from the moment the gates open to the last encore.

To stay on schedule, effective Stage Managers plan and anticipate delays before they happen. This means building a little buffer into changeovers whenever possible and having stagehands ready to hustle. For example, if a band is scheduled to start at 6:00 PM, the Stage Manager might aim to have them ready by 5:55 PM in case any extra minutes are needed. They often coordinate a “five-minute warning” to the next band ahead of their set start, so artists aren’t caught off-guard when it’s time to go on. Likewise, during the performance, if an artist’s set is running long, the Stage Manager might discreetly request they shorten it (perhaps by cutting a song) to avoid running over the allocated time.

Changeovers – the period when one act leaves the stage and the next act’s setup is brought on – are a dance of efficiency under the Stage Manager’s direction. Every second counts. A well-prepared Stage Manager will have briefed the stage crew on the upcoming changeover plan: who is responsible for which instruments or risers, which gear rolls off first, and where the next act’s gear is staged for quick access. In some large festivals, multiple rolling risers (platforms on wheels with instruments pre-set) are used so that one band’s drum kit or keyboard rig can be swapped out in a matter of minutes. Even without such luxuries, the Stage Manager ensures that as soon as an act finishes, the crew moves with purpose – drum sets are broken down, amplifiers rolled off, and the next band’s gear is moved onstage efficiently.

Throughout a changeover, the Stage Manager is in constant communication with the incoming act’s team, letting them know how setup is progressing and confirming when they can do their line check. They are also updating the sound and lighting teams via comms: for instance, “Next act is in place, ready for line check,” and then “Line check complete, ready to start on my cue.” This keeps everyone in the loop. If the schedule is tight, it’s not uncommon to hear the Stage Manager on the intercom urging the crew: “Let’s hustle, we have 3 minutes till downbeat!” A skilled Stage Manager knows how to light a fire under the crew in a positive way, keeping energy and morale up while maintaining urgency.

Handling Hiccups: Troubleshooting On the Fly

Even with meticulous planning, live events are unpredictable. Equipment can fail, artists can run late, and unforeseen issues can pop up at the worst times. Here’s where a Stage Manager’s experience and cool head truly shine. When something goes wrong, the Stage Manager is the point person for quick problem-solving to keep the show going (or to get it back on track as soon as possible).

Consider a scenario where a crucial piece of gear – say the lead guitarist’s amplifier – dies moments before the set. While the guitar tech scrambles to fix or replace it, the Stage Manager might improvise adjustments to avoid a noticeable delay. They could ask the audio engineer to route the guitar directly through the PA system as a temporary fix, or if the fix will take longer, arrange for a short filler to buy time (perhaps the MC engages the crowd, or the DJ spins another track if it’s a stage with a DJ between bands). The audience need not know anything was wrong if the Stage Manager can cover the gap seamlessly.

If an artist is late to the stage – a more common issue than one might think – the Stage Manager immediately communicates with festival organizers and the adjacent stage managers to decide on a course of action. One solution for a delayed act is to shuffle the schedule slightly if possible, like putting on a shorter performance (a local opener or a DJ set) in the interim or extending the previous act’s set by a few minutes (if that act is able and willing). In cases where that isn’t possible, the Stage Manager might direct the MC to keep the crowd engaged with announcements or games, or have the sound crew play additional house music to fill the time. All the while, they’re on the radio or intercom getting updates (“Has Band X arrived yet? ETA 5 minutes? Copy that.”) and adjusting the plan minute by minute.

Technical hiccups during a performance also demand instant response. If a microphone stops working mid-song, the Stage Manager signals a stagehand with a spare mic to get it to the performer immediately. If the video wall goes dark, they’re already on comms with the video lead to see if it can be rebooted or if a backup feed is available. Some problems might require stopping the show – for instance, a safety issue like unstable staging or severe weather – and in those high-pressure moments the Stage Manager works with the festival director to make the tough call. When a stop or pause is mandated, the Stage Manager coordinates the announcement (“Ladies and gentlemen, we need to take a brief pause for…”) and ensures that everyone (crew and audience alike) stays safe and informed. As soon as it’s resolved, they rally the teams to resume the show, often adjusting the schedule on the fly to make up lost time.

The ability to stay calm, think clearly, and adapt is the hallmark of a great Stage Manager. These behind-the-scenes heroes often have contingency plans ready (extra equipment on standby, flexible scheduling, etc.) long before anything goes wrong. Their mantra is “the show must go on,” and they make sure it does, turning potential disasters into mere footnotes in the festival story.

Backstage Leadership and Final Thoughts

Running a festival stage is a bit like orchestrating controlled chaos. The Stage Manager stands at the center of this whirlwind with a headset and a clipboard (or tablet) in hand, making split-second decisions to serve the show’s greater good. It’s a role that requires leadership – commanding respect and confidence from the crew and artists – while also being a team player who can listen and communicate effectively.

For up-and-coming festival producers and prospective stage managers, the best advice is to learn by doing and heed the wisdom of veteran stage managers. Seasoned professionals emphasize thorough preparation – meaning the stage manager should know the schedule inside and out, double-check everything, and always have a backup plan in place. They’ll also highlight soft skills: treat artists and crew with respect (a happy crew works harder and an appreciated artist performs better), and never let the stress show to the public. A Stage Manager who stays cool under pressure sets the tone for the whole crew to remain calm, even amid chaos.

Finally, remember that if a festival is running smoothly, most audience members will never think about why – which is a sign of a job well done behind the scenes. A flawlessly executed stage schedule isn’t exciting news to fans, but it’s exactly what creates those magical, uninterrupted live music moments they came for. The true mark of success for a Stage Manager is a show where everything seems to happen naturally, as if by magic – when in reality, it’s guided every step of the way by steady hands and a clear head. In the end, stage management is about passion for the craft of live events and the pride in knowing that their efforts helped thousands of people enjoy an unforgettable experience, one perfectly-timed cue at a time.