Category Archives: ATP

Ask The Producer Articles

“What does your team do after an event is over?”

We don’t really consider an event to be “over” until we’ve all had a chance to collectively debrief, which can take time. Our team’s commitment to delivering exceptional experiences goes beyond the event day itself. We have a process that we use to reflect on events once they’ve wrapped to determine what went well and how we can do better in the future. We understand that continuous improvement is essential to provide superior service and exceed expectations. Post-event evaluation serves as a powerful tool in identifying areas for improvement.

Following the conclusion of an event, we believe it is important to take a moment to celebrate the successes. Recognizing the aspects that went well is crucial to build on our strengths and maintain the elements that resonate with our attendees. We’ve often recognized members on our team who have done exceptionally and documented processes that worked very well. At the same time, we acknowledge that challenges and areas for improvement exist in every event. We approach these with a positive mindset, understanding that they provide valuable learning opportunities.

About a week after every event in Cybis’ calendar, we host a Post-Event Review Meeting to go over the event with our team. This collaborative approach allows us to benefit from diverse perspectives and gather valuable input from those directly involved in the event’s planning and execution. Everyone is invited, from our pre-production logistics team to our on-site show team. We identify and celebrate key achievements, as well as the overall success of the event, to understand our strengths and reinforce them in future events.

During this review, we also encourage open and honest discussions to address any challenges or shortcomings encountered during the event. These can range from logistical issues, communication gaps, technical glitches, or even aspects related to attendee experience. We maintain good notes and keep these in a record for each event as reference for when we have the privilege to produce the event another time. 

After an appropriate amount of time and everyone has had an opportunity to come down from the stress of the event, we arrange a meeting with our client to have a similar discussion about what they felt was successful about the event and which areas have the greatest opportunities for improvement. Client feedback is valuable because their perspective can come from a completely different place than our tech team’s, since they have an intimate connection to the audience’s experience.

Post-event evaluation is not a one-time process but rather a commitment to continuous improvement. By implementing the action plan and consistently reviewing and analyzing our events, we create a culture of learning and growth within our organization. This iterative approach allows us to refine our strategies, deliver exceptional experiences, and ensure future success for all of our clients and events!

Jeff Douglass
Founder & Executive Producer

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“What are some routines or standard practices that you use to ensure a successful event?”

Producing a successful event requires meticulous planning, coordination, and attention to detail. We and our team of event professionals rely on various established protocols from creating a comprehensive event schedule and leveraging management software in the pre-production phase to on-site rehearsals and strategic teamwork, enhancing operational efficiency, and ensuring memorable experiences for our audiences.

Pre-Production and Advance Prep: This phase involves activities such as scripting, diagramming, equipment setup, and logistics planning. Thorough pre-production ensures that all necessary arrangements are in place, including staging, lighting, sound systems, and video displays. Attention to detail during this phase helps mitigate potential issues and guarantees a seamless event experience.

Cybis Show Overview: This comprehensive checklist / event schedule serves as a blueprint for our success. It outlines critical milestones, tasks, and deadlines, ensuring that every aspect of the event is accounted for. After years of producing events, we have developed this document to include everything necessary for every event—from communicating with venues and clients to designing graphics and banners—so there just aren’t things we suddenly remember to do at the last minute.

Task Management Software: By centralizing task lists, communication, deadlines, and deliverables, our team can maintain real-time visibility into project progress, ensuring that all necessary tasks are completed on time. Utilizing this kind of software allows us to streamline event planning and execution, and has enabled efficient task delegation, tracking, and collaboration among team members. 

Team Management Software: Team Cybis makes our events happen. They play a vital role in everything from gear selection and setting up, to show execution and stage teardown. Establishing clear communication channels, setting expectations, and providing comprehensive documentation are essential for getting our team on the same page. 

SOPs and Documentation: Standard Operating Procedures (SOPs) and documentation provide a framework for consistency and best practices in everything we do at Cybis. SOPs outline step-by-step guidelines for various event-related and company processes, including travel booking, documentation management, on-site role requirements, and post-event evaluation. Documenting workflows, checklists, and contingency plans ensures that our event teams can replicate successful strategies and continuously improve future events.

On-Site Rehearsals: Whether it’s a corporate conference or non-profit student event, conducting thorough rehearsals allows our team and all special guests to familiarize themselves with the event flow and address any technical or logistical challenges ahead of time. Anyone who appears on a Cybis stage requires a rehearsal—regardless of whether they are a professional speaker or not!—because there are always last minute questions or hiccups about where they should walk on stage or how a presenter should hook up their computer. Getting this advance time and communication with on-stage talent allows us to minimize “doing it live!”

The results of our careful planning, thorough rehearsals, meticulous pre-production, efficient task management, and adherence to SOPs and documentation has helped our team maximize our potential for creating remarkable event experiences. Cybis continues to exceed attendee expectations and secure clients who trust us year after year. Not only are we professionals in the event space, but our decades of experience have lead us to develop these systems in order to execute stellar events every time!

Jeff Douglass
Founder & Executive Producer

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“What do I need to consider when choosing an event space?”

Where your event is held can impact a number of factors including schedule, budget constraints, and audience experience.

Event Schedule
When evaluating event spaces, factor in time to prepare on-site for a successful event. In particular, ensure there is sufficient time reserved for setup. Many events will require at least 1 advance day, dedicated to building the stage and setting up all gear in the room. In addition, consider time for all of your presenter and entertainment rehearsals. The most successful live productions allow exclusive rehearsal time for everybody who will go on stage.

In-House AV
Some venues require use of their in-house AV company or in-house vendors for certain services. These expenses can make or break your event budget! Some companies charge thousands—even 10s of thousands—for gear another production company may be able to provide at another venue for a better price. Venues charge very different rates for power, internet, and especially rigging, so be sure to check those details before signing a contract. For best results, engage your production company in advance of signing the contract for the venue space to ensure these costs are evaluated. Many venues will discount their exclusive services, but your negotiation power ends the moment you contract the space!

Event Specifications
When thinking about the technical success of your event, consider ceiling height, columns, acoustics (e.g. carpet, metal ceiling), and space for seating AND stage/rear projection, VIP holding areas, and your AV control center(s). Most venues present maximum capacities without any consideration for stage risers and production. Are you planning on rigging a lot of hardware for your stage design? Inquire about the availability of rigging for the space you’re considering.

Audience Experience
Consider the elements of your event and the type of experience you’re looking for. If you’re planning for networking during your event, be sure the venue you’re choosing has an area with wide open space for people to gather. If you’re planning to have a lot of attendees in a ballroom or exhibit hall, consider the room capacity and shape you’ll need to accommodate. And be creative! Hotels, convention centers, stadiums, and arenas all offer different types of experiences, but why not host your next dinner gala in an airport hangar?

All of the above should put you a step ahead in your search for an event space. My biggest piece of advice: partner with a company with expertise in the industry, like Cybis. Our clients benefit from our knowledge of events from inception to completion. We are here for you if you need consultation in your event planning process, will answer any questions during pre-production, and will support you on-site through a successful event production. Orlando chooses Cybis and so should you!

Jeff Douglass
Founder & Executive Producer

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“How has CYBIS been doing it for TWENTY-EIGHT Years!?”

Character, reputation, and strategy go a long way in this industry. By staying committed to our values, we are proud to always put our best foot forward for our clients.

At Cybis, we have several key values that serve as the baseline for the way we treat our clients. Regardless of the unique circumstances we cater to for each event, we’re constantly committed to what matters to us most. I believe these matter to our clients most, too!


Our clients are our lifeline; we are intensely loyal to them and exceeding their expectations. Impressing and serving our clients well keeps them coming back year after year to partner with our team… A job well done is one thing, but a Cybis production that makes an impact keeps audiences talking and maintains the kind of reputation we want to have as a live event production company.


When our clients hire Cybis, we want to be sure they know why: we strive to be the experts. Rounds of feedback can be annoying, frustrating, and particular – and it’s difficult to imagine a final product from a work-in-progress draft. We save our clients the headache and work behind the scenes with their vision in mind to create a true “first draft”—a fully packaged piece that you’ll love at first glance.


We put our attention where it matters most to our clients, and that is often the success of an event through the eyes of the audience. We strive for excellence in exceeding the audience’s expectations, which in turn always makes our clients the most happy.


We pride ourselves on our ability to manage and successfully execute every aspect of production so our clients don’t have to. Partnering with Cybis means sitting back and letting us handle the nuances. From directing the show, coaching VIP, writing and revising scripts, manipulating motion graphics, and putting together a stellar team, we know all of the best ways to ensure an exciting event!


Because we are thinking about the show in its entirety, we are able to discover challenges early and before they are even close to affecting the show. There is no need to ask about any aspect of the live shows when we are thinking of everything and have you covered.


When it’s time to collaborate, we understand you’ve trusted us to know best. So instead of coming to you with problems, we’ve already considered them and have developed solutions. Leave the obstacles to us so you can focus elsewhere.


Bidding is a headache of the past when partnering with Cybis. We are constantly reinventing aspects of our shows to keep things fresh. We continue to invest in the newest gear, work with exceptional talent who bring new experience and different perspectives, and work with partners with their ears to the ground on the evolving desires of our audiences.


Our commitment is to earn your business indefinitely. Team Cybis and I treat our clients the way I want to be treated. It’s more important to us that our clients feel taken care of, are confident about the progress of the production, and have no doubts about partnering with us in the future when their event is over. There is no use in nickel and diming or worrying about the small line item details when what we appreciate most is the lifetime value of a single client; this is evident from our average client tenure of between 10-20 years!

We look forward to our continued growth as a company, as well as the growth and successes of our clients. The reward of successful events and satisfying productions is what gets me out of bed in the morning, and has for 28 years. Cheers to many more!

Jeff Douglass
Founder & Executive Producer

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“Does Cybis own the equipment at its events?”

I’m asked this all the time.  Folks see Team Cybis directing the show, coaching VIP, revising scripts, and manipulating motion graphics, and they’re often shocked to hear — “YES, Cybis Productions also owns this gear!”  As a total show company…

…we continue to make major investments in the latest audio/visual equipment. And we provide the maximum benefit to our clients by serving as PRODUCER and AV RENTAL company.

Earlier this month, we sent two truckloads full of Cybis gear to Visit Orlando’s Year-End Celebration. And I strongly believe this AV gear was simply our large toolbag handled by our experienced professional show operators.

If you’re choosing a production company simply by their toolbag, it’s time to rethink!

Okay I confess, like even the largest global event companies, Cybis does occasionally cross-rent some gear. Sometimes this is influenced by georgraphy, peak event season, or trade agreements with other AV suppliers. And again, what matters is most is who is at the helm!

Compared to a regular AV rental company, Cybis is proud to be a show production company that owns gear. We’re committed to our clients’ needs and the success of their event, and we have the equipment that allows us to execute it in the best way possible. Because we care about putting on a great show, we focus on owning the high-quality equipment to facilitate doing so. Our team wants the best gear to work with and our clients want the best gear to support their production.

In fact, in 2022, we have invested more into our expanding inventory than any previous year in Cybis’ history!

And for our colleagues in the industry… Yes, Cybis offers dry-rentals in Orlando! Let’s partner!

Jeff Douglass
Founder & Executive Producer

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“How do you bring precision to executing a live Cybis show?”

Inspired by broadcast awards shows that we’ve had the privilege of supporting (MTV Movie Awards), Team Cybis developed our innovative cloud-based block-format production cue script. Our goal was to ensure all parties had access to the latest real-time spoken word and audio / video / grafx / lighting cues and they would evolve together from first draft until showtime!

Our scripting approach easily outshines the old-school free-flowing Word doc with endless page numbers. Cybis scripts are notoriously organized by block name and number. A “block” is essentially one segment owned by one speaker. Numbered blocks and titles summarizing content allow our team to break the script down into bite-sized, easily identifiable pieces. Each block has its own sound, lighting look, set of graphics, choreography notes, and spoken word, to support the presenter on-stage. Blocks can be reorganized without disrupting the music or graphics cues they are associated with. This strategy makes it significantly more efficient for our production team to follow along, focus on transitions, and plan for what’s coming up next.

A Cybis script designates columns for audio cues, lighting cues, and graphics cues; all aligned with the perfect moments in the spoken-word portion of the script. Now we can execute these cues synchronously with the presentations on the stage.

What makes Cybis events stand out is our simultaneous execution of elements all at once to make a moment. The speaker on-stage announces a big win, music crescendos, gorgeous graphics animate on-screen, streamers blast out from the stage, lighting effects punctuate the atmosphere, and the crowd goes wild! How does all of that happen at the same time? Not luck… it is the result of a highly refined script with detailed notes in-line with every moment of the show…. executed with precision.

We are very proud of our script format and although I’d love to call it proprietary, we know many of our clients embrace it for their other smaller presentations throughout the year. Imitation is the best form of flattery.   : )

In addition to bringing an expert team and the latest gear, allow Cybis to introduce our innovative scripting strategy to your next show!

Jeff Douglass
Founder & Executive Producer

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“What is your definition of success for Cybis?”

It’s heartwarming to reflect on Cybis’ 27-year evolution and successes. These include the million+ audience members inspired by a live Cybis show, our team (past & present) who proudly take their talents to the next level, our growing clientele we get to partner with, and the company’s overall long-term viability. My definition of success for the future of Cybis is essentially the same as day one… continue to be the home for extraordinary talent who collaborates to move people to pursue their own achievements through the power of creative media & event technology!

Since founding Cybis in 1995, I’ve had the privilege of seeing it completely change shape over the years. Going from a team of college friends hanging in my living room, to an office of full-timers, to now 100% freelancers around the world, I’ve found a successful business model that works in the industry we serve. Working with all freelancers isn’t always easy, but our superior team of professionals is committed to excellence. Everyone on Team Cybis shows up to our events ready to create a stellar experience for our audiences. This commitment is a huge indicator of success for me along with their attitudes on-site and what their experience is during the show. Putting on a great show that the audience loves and the team feels proud to create is what I ultimately believe is a successful production.

In addition to this, our CLIENTS are what determine our success. We strive to provide superior service in all aspects of production—whether it’s before, during, or after an event. Earning trust and leveraging client relationships is one of the most important things I spend my days doing. Making sure clients feel confident in our work, trust us to work with them to achieve their goals, and are thrilled by the end result is what success looks like to me. If a client doesn’t come up to me after an event beaming about how we exceeded their expectations, then I know our team must do better. That’s my standard.

Success also comes in the form of stability and growth for the company, and the opportunities that are open to us looking forward. When we are scaling the number of clients we serve, the amount of equipment we own in order to serve them BETTER, and are challenging ourselves to take risks and do new things for our events, THAT is another measure of success for me.

It is my goal to see Cybis grow as a company, flourish as a team, and excel as a partner to our clients. Clients come back year after year because they have found success in US.

Jeff Douglass
Founder & Executive Producer

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“Where does the name CYBIS COMMUNICATIONS come from?”

I didn’t have a crystal ball when starting Cybis Communications in ’95 but it might seem like the future was predestined.

The name CYBIS originated from an exquisite ballroom in Ft. Lauderdale in the 70’s, called “The Cybis Room.” People visited The Cybis Room, with its multi-million dollar display of art and antiques, from all over the world. So do you think it’s a coincidence that, today, Team CYBIS spends so much time producing exquisite shows in ballrooms?

I added “COMMUNICATIONS” as a broad grasp at what I enjoyed – inspiring people through design/technology.

But this is a new day, we have evolved, and it’s time to better communicate what CYBIS really does. And let’s face it, I’m tired of folks thinking we sell phone services. We’re dropping “Communications” and need your help! Shall we become Cybis Productions, Cybis Live Events, Cybis Audio/Visual, or Cybis ________?
Please help us with this 1-MINUTE SURVEY.

Thank you!

Jeff Douglass
Founder & Executive Producer

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“With events back in-person, what are some tips for handling stress during an event?”

It’s so great to be back together! The best way to reduce stress is to overly prepare during pre-production… —

If you’re like me, you’ve indulged in “ event stress” once… maybe you craved the rush! Putting out fires, being personally vital to an event’s success, and then celebrating when it was over… and knowing it could not have happened without you! Then, fast forward to your 3rd or 30th event and you realize there has to be a better way!

If your next event is in 6 months, the best solution is to start now! By overpreparing and beginning the process early, you’ll find ways that you can enjoy the event along with your attendees. I can mostly attest to the live general session productions, but believe the same practices apply to all aspects of an event/conference. And the best part is that when you overly prepare, early; you’ll also be reducing stress for your support staff and, ahem, your AV production company! The result: everyone will be excited about your next event and you’ll benefit from an experienced team.

Here are some quick tips and reminders. With events coming back strong, I share them humbly as reminders to myself, too! 🙂

  1. Create a timeline for major milestones. Break down the important tasks into and spread them out over days or weeks, especially the ones that seem to cause the biggest headaches right before or during an event. Place your deadlines on your personal calendar (google calendar is my preference!)
  2. Set high expectations and be ready to roll. At Cybis, we shoot for the stars, to exceed our clients’ expectations in every aspect of the event. Then, when something doesn’t work out exactly as envisioned, our team is the only one who knows and I can relax. When the bar is set high, the client / audience will still be ecstatic!
  3. Bring in the man/womanpower! If you don’t have sufficient staff, it’s time to recruit some friends and family to assist you on-site. PRO TIP: If you still need extra bodies, consider local labor or friendly event companies who can provide experienced support staff for nominal costs. Even Craigslist can help you bring on some very talented people who are just looking for new opportunities.
  4. Plan one solid day to yourself right before your event. Enjoy this moment to clear your mind. PRO TIP: Even if that goal was too lofty, if you plan this way, you’ll appreciate this “bonus day” to tie up any loose ends and still walk into the conference recharged and ready to rock!
  5. Reward yourself and your team. Plan at least one day off, to completely disconnect, after your event. Everyone will be more relaxed on-site knowing a well-deserved break is around the corner.
  6. Thank your team. You’ll want them back next time and a handwritten note or token gift card goes a long way to show appreciation. PRO TIP: Write these weeks in advance because you’re going to want your time off afterwards!
  7. ENGAGE AN EXPERIENCED AND TRUSTED PRODUCTION TEAM. Cybis’ clients appreciate that the show will go on! We own our world of general sessions and strive to minimize your stress at all stages of pre-production and on-site. We know you have a million other things to handle and are proud to help you NOT worry about your shows! : )

It’s so fun to produce and host events! And I’m so excited we get to be together again. By working with intention in the months leading up to each event, Cybis is poised to bring peace of mind to your live event productions. Please contact us today for your 2022 events!

Cheers to stress-free events,


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“How can I host an event for my organization during the pandemic?”

Many event planners are now exploring virtual options because of COVID’s effect on social gatherings. Cybis is adding our extra touch of professional production knowledge to make virtual events engaging and special for online audiences. —

While it’s not our normal market, the live event industry has largely gone virtual and caused many companies to adapt and follow suit. Our team has banded together for an approach to virtual live events that we are very proud of.

There are many options for virtual events – what is right for you and your organization should depend on your budget and the type of experience you want to offer your audience.

Pre-recorded, live-streamed events:
First, we provide technical specifications, host Zoom practice sessions, and conduct “rehearsals” with talent and speakers. Then, Cybis will receive videos, announcements, and elements submitted by leaders of your organization and edit them together to create a virtual session experience. We add motion graphics and engaging music soundtracks under presenters and in-between segments to keep the energy alive. Once the session is fully edited to your satisfaction, we can set up the recording to stream live on the date and time of your choice!
Click here to read about the full process!

Pre-recorded, pre-produced, live-streamed events:
We will travel to a venue of your choice, or help in your search for one, and build a completely custom set to shoot your event. Our team of video directors, lighting technicians, audio engineers, and production assistants will create an entirely pre-produced event for you, pre-recorded and edited to perfection. Then we will stream the event live on the date and time of your choice!

Live, produced virtual events:
Our team will provide our full package of production elements as described above; with optional stage management, script development, and a full suite of custom motion graphics. After a hearty amount of rehearsals, our team will execute an exciting, truly live broadcast to your online audience!

While we can’t wait to get back to doing live events with audiences in the hundreds to the tens of thousands, we are excited to serve our virtual clients in the coming months for these special times. If you are looking to make your live event virtual, please contact me right away so we can start the conversation. I want to help deliver the absolute best production possible and help you make the right decisions for your audience and organization!

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