Before equipment is selected
Start with the room, audience, agenda, and operating conditions.
Corporate AV is not a generic equipment list. Loudspeaker coverage, screen size, projector brightness, camera positions, wireless microphone count, lighting, crew, internet, setup time, and backup planning all depend on how the event will actually run.
- 01
Venue and rooms
Confirm the venue name and address, room names, capacities, dimensions, ceiling height, floor plans, loading access, freight elevators, parking, union rules, insurance requirements, house-AV restrictions, rigging rules, and available power.
- 02
Audience and seating
Document expected attendance, seating style, sightlines, room divisions, overflow areas, accessibility needs, audience microphones, and whether attendees must hear or see content outside the main room.
- 03
Agenda and presenters
Provide the run of show, presenter count, panel size, podium use, Q&A format, playback cues, award segments, entertainment, remote contributors, rehearsal time, and any changes between sessions.
- 04
Sound reinforcement
List podium, handheld, lavalier, headset, panel, audience, performance, and playback requirements. Note recording feeds, press feeds, assisted listening, distributed speakers, delay zones, monitors, or separate room mixes.
- 05
Video and presentations
Identify screen and display needs, audience viewing distance, ambient light, presenter laptops, presentation formats, videos, remote speakers, confidence monitors, timers, switching, recording, and backup playback sources.
- 06
Lighting
Define presenter lighting, camera requirements, stage wash, scenic lighting, room uplighting, brand colors, entertainment cues, outdoor fixture protection, and venue or décor coordination.
- 07
Livestreaming and internet
Confirm the platform, remote speakers, audience access, recording, translated captions or interpreted audio, dedicated hardline availability, upload speed, network restrictions, and backup connectivity plan.
- 08
Schedule and labor
Separate venue access, load-in, installation, testing, rehearsal, doors, program, strike, and building-close times. Multi-room, multi-day, outdoor, or livestreamed programs may require specialized technicians and longer preparation windows.
- 09
Contingencies
Plan backup microphones, playback paths, adapters, signal routes, power protection, spare cabling, remote-speaker recovery, weather decision points, and the person authorized to approve program changes.
- 10
Quote package
Send the date, venue, city, attendance, rooms, access and program times, services needed, floor plans, run of show, presenter information, content requirements, venue specifications, and any existing AV quote or technical rider.
Plan by service