Inside the 'Invisible Crew' Managing Eurovision's High-Stakes Set Changes

As Eurovision's backstage operations unfold, a team of specialists works tirelessly in just thirty-five seconds to change sets and maintain the seamless flow of the grand show, all while remaining 'invisible' to viewers at home.

Thirty-five seconds. That’s the exact chunk of time allowed for changing the set during the Eurovision Song Contest. In that fleeting moment, the stage transforms, performers make their exit, and the next act takes center stage – all while ensuring microphones, earpieces, and props are meticulously arranged.

"We refer to it as a Formula 1 tyre change," explains Richard van Rouwendaal, the Dutch stage manager orchestrating this complex ballet. "Every crew member has a designated role; they run on stage with just one item, be it a lightbulb or a prop, and follow a specific path to avoid collisions."

Weeks before contestants arrive, the backstage crew rehearses, adjusting their approach to shave seconds off every transition. Van Rouwendaal, who typically works from Utrecht, has gathered a group of 13 Dutch crew members and about 30 locals in Basel for this year’s contest. "It’s crucial to find the right people for each task, whether they’re runners, lifters, or organising the backstage chaos. It’s like playing Tetris with a very limited space."

With each song's conclusion, all hands are on deck. Besides the stagehands, several technicians manage lighting and pyro effects, while 10 cleaners keep the performance area spotless. "These cleaners are vital," emphasizes Van Rouwendaal, "as the dancers need a clean stage, and visual errors like shoeprints would be unacceptable."

Attention to detail is paramount. Each performer has a custom microphone stand ready for use, adjusted to their specifications. Van Rouwendaal recalls previous challenges, such as when artists changed shoes hastily, creating potential hiccups in mic positioning.

The complexity of prop management and staging has evolved significantly since the contest's inception. The 2023 stage setup features unique items like disco balls, saunas, and even a dramatic chandelier, illustrating the contest's rich history of elaborate staging that dates back to Germany's use of a telephone prop in 1957.

"We arrange the props in a circular flow," shares Damaris Reist, the deputy head of production. Items come on stage from one side and exit through another, ensuring seamless transitions. Unique hidden pathways facilitate speedy prop changes during performances, allowing magic moments, like Sam Ryder's surprise guitar handoff last year.

Should a mishap occur, such as a broken camera or falling prop, the team has prepared contingency plans, like cutting to the audience for a brief pause. A synchronization with dress rehearsal footage serves as a backup to maintain flow if things go awry.

With their rigorous efforts, the team strives to ensure each act is flawlessly presented. This year, added welfare measures include longer rehearsal breaks and a "disconnected zone" for crew and contestants to unwind amidst the stress of live broadcasting.

Despite demanding schedules of up to 20-hour days, Van Rouwendaal promotes camaraderie among his crew. Sharing treats like stroopwafels and celebrating successes boosts morale. "We must remain sharp, but enjoying the process together is essential," he reflects.

Ultimately, if everything executes seamlessly, the audience watches a polished performance, completely unaware of the invisible network of workers responsible for its success.