How far in advance should I start planning for a live event?

The Early Bird Gets the Best Rates (and So Much More!)

The first client to confirm an event date will receive the best rates - it's the difference between equipment potentially sitting on a shelf idle or being used for your spectacular show. But what does "early" actually mean? For the best rates and maximum flexibility, we're talking 6-12 months in advance, with some clients booking major events a full year out or more.

It's not unusual for production companies to offer many free or greatly discounted upgrades when they know the gear is available that far ahead. The further out you book, the more options we have to make your event incredible.

Planning early also yields a smoother pre-production process with less stress on the event organizer.  There are often many details to cover to ensure the most successful show.  From my experience, Cybis often starts with new clients a few months out, but after the event finishes, we all agree how much nicer it will be to start planning the next year’s production further in advance.

Why Booking Early Is a Win-Win

Production companies operate much like airlines - we'd rather fill our schedule at great rates than leave gaps that mean idle equipment and staff. This is why being flexible with dates or booking well in advance can result in significant upgrades at no additional cost to you.

Here's what happens when you book early:

Free Equipment Upgrades: In fact, so many of our contracts say things like "8 moving lights," but for early contracts, we'll bring out twice as many just because we can! I'd rather see your show be the best it can be than have our gear collect dust.

The Best Technical Crews: Early booking secures you the most experienced technical crews as well. The most skilled professionals typically get scheduled first on the calendar, and their expertise can make a remarkable difference in the quality and execution of your production.

Those Fancy Extras: Many production companies would rather make a better impression by "throwing in" another dozen cool lights, upgrading to brighter projection, or even bringing out some special stage design elements from the shop for the client who has booked early. Those fancy extras that might cost thousands? They might just appear at your event for free if you've locked in your date while the calendar is open.

When You Wait, You Pay More

When clients commit 6+ months in advance, it's easier to offer these incentives - and you and your audience win! Rates tend to be higher when equipment is already booked or scarce during peak event dates, and booking just 2-3 months out often means you've missed the window for the best deals. This pricing reality reflects the limited availability of quality gear during peak seasons.

The benefits extend beyond just equipment savings. Most clients don't realize that production companies would rather make deals happen than leave equipment sitting idle - but we need that lead time to make it work.

Our Off-Season Is Your Opportunity

Cybis has many events booked through 2026, but we've recently become very transparent about our "off-season." In particular, during the summer and fall months, we are especially aggressive about adding events to our calendar. This helps us plan ahead, invest in new equipment, and lock in the best talent long in advance.

Let's Start the Conversation!

If you have an event coming up, please contact us right away so we can start the conversation. I want to help deliver the absolute best production possible, and if the dates are wide open, you'll definitely receive the best bang for the buck!

‍