Backstage Monitor & Floor Manager Guide for Live Events

As a floor manager, you are the eyes and ears of the show caller on the floor. While the direction is in a closed room, you are on the front line between the technical crew and the talent. The key to a flawless production is not just your voice over the intercom, but the visual information provided via a backstage monitor floor manager live events setup. In this guide, we dive deep into the practice of backstage management with ShowCaller.

What a floor manager really needs to see (and what not)

In the heat of a live production, 'information overload' is your biggest enemy. While the show caller sees every detail of lighting states and audio patches in the show-caller software, you on the floor need a filtered truth. A good backstage monitor shows the essentials: the current cue, the next speaker, and the remaining time of the current item.

What you don't want to see are complex technical parameters that aren't relevant to the stage. Focus on the cue-list status. With ShowCaller, you can set the view so only the columns crucial for the floor are visible, such as 'Talent', 'Props', and 'Stage Movement'. This ensures calm among the crew and prevents confusion for speakers who might glance over your shoulder.

Setting up backstage monitors: Size, distance, and placement

The physical setup of your screens determines how quickly you can anticipate. For a floor manager, a 24-inch monitor on a stand is often the standard, but for larger backstage areas where technicians and makeup artists also follow along, a 43-inch or even 55-inch screen is necessary.

Optimal viewing distance and font size

A common mistake is using a font size that is too small. If you are standing 5 meters from the screen, the text must be at least 4 centimeters high to be readable without squinting. In the features settings of ShowCaller, you can adjust the zoom factor of the backstage monitor. Use a 24-inch screen for a 2-meter distance, but scale up to 50-inch once you are further than 4 meters away.

Strategic positioning

Never place screens directly in the talent's walking path. You want to position them at the 'stage entrance' – the place where the speaker waits for the cue to go on. Ensure the screen is at a 45-degree angle to the entrance so that light from the monitor doesn't leak into the hall (light spill). Preferably use screens with a high refresh rate and a matte finish to minimize reflections from stage lighting.

The information flow: From control room to the floor

Communication between the control room and the backstage monitor via ShowCaller happens entirely via WebSockets. This means that when the show caller 'fires' a cue, the backstage monitor updates within milliseconds. This Follow Mode is the backbone of your workflow. As a floor manager, you don't have to scroll manually; the software keeps you in sync with the run-of-show.

Because ShowCaller is entirely web-based, we always recommend using a 4G/5G failover router alongside the local event network. There is no offline mode, so a stable connection is essential for that real-time sync between direction and your backstage screens.

Working with talent: Magic Links and RSVP

One of the most powerful tools for a floor manager is Magic Links. Instead of printed scripts that are outdated after five minutes, you send speakers a personal link to their own schedule. Here, they only see their own appearance times and any specific instructions.

Via the cue-sheet app interface, talent can confirm their presence (RSVP). As a floor manager, you see immediately in your overview who is 'ready' backstage and who is still in catering. This reduces the need to constantly ask over the intercom where a speaker is, promoting calm in communication lines.

The 3 critical moments for the floor manager

1. The Pre-show Briefing

During the briefing, use the backstage monitor to go through the full flow with the crew. This is the moment to check if all 'Nudges' (visual notifications) are coming through correctly on the stagehands' mobile devices. You can consult the documentation for the best settings per device type.

2. During the show: Follow Mode

During the show, rely on Follow Mode. Your hands must be free for the intercom and guiding talent. The backstage monitor serves as your 'single source of truth'. If the show caller makes a last-minute change in the order, you will see it light up red immediately. No panic, just follow the new flow appearing on your screen.

3. Post-show Wrap

After the show, use the log functions to see where delays occurred. This helps in the evaluation with the client. You can easily provide feedback via the ShowCaller contact page regarding specific needs for your next production.

When to use intercom vs. visual cues?

An experienced floor manager knows that too much chatter on the intercom disrupts concentration. Use visual cues via the backstage monitor for routine information: "2 minutes to stage". Use the intercom only for action commands ("Go!") or emergencies. The 'Nudge' function in ShowCaller is ideal for grabbing a technician's attention backstage without saying a word.

Frequently Asked Questions (FAQ)

What screen size do I need for a 5-meter viewing distance?

For a viewing distance of 5 meters, we recommend at least a 50-inch screen with the ShowCaller interface at 150% zoom. This ensures that cue numbers and timers are clearly legible for everyone in the waiting area.

Can the talent see the full script on the monitor?

That's up to you. In the backstage monitor settings, you can apply filters so talent only sees relevant columns, or use Magic Links to provide a personalized view via their smartphone or tablet.

How does Follow Mode work exactly?

Follow Mode ensures your screen automatically scrolls with the active cue selected by the show caller. You don't need to touch the screen; information is pushed in real-time from the cloud to your browser.

Do I need to install software on backstage laptops?

No, ShowCaller works entirely in the browser (Chrome or Edge recommended). This makes it easy to use any available screen – from an iPad to a large smart TV – immediately as a backstage monitor.

Curious about the costs for your next production? Check our pricing page for an overview of possibilities, or read more about us and our vision for live show management.