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Audio Visual Checklist for Event Planners


If you've ever experienced an impressive presentation, inspiring speech, or captivating video ad that took your corporate event to the next level, you've got to thank AV equipment. Audiovisual equipment is the unsung hero of many events, ensuring the speaker's voice reaches every corner of the event space and providing mood lighting for conferences and corporate workshops. Addressing versatile and critical audiovisual needs is essential to the event planning process. Get the definitive guide to AV gear and requirements for different events, including an easy-to-use and infinitely customisable AV checklist to help you plan your event.


What is AV Equipment?


Audiovisual types of equipment are electronic communication devices that include both audio (sound) and visual (picture) components. Essential audiovisual elements for events including presentations, speakers, music, and more; Most events will require basic audio-visual equipment. What qualifies as "AV equipment" varies from location to location, so it's important to consider the unique AV equipment and services your event may need beyond a set of listening equipment. standard look.


For example, a corporate conference where the company plans to project custom logo lights onto the event floor may require several types of specialised lighting or lighting rigs. An awards ceremony with two presenters on either side of the stage will require two podiums, two microphones, and more.


The right AV equipment can elevate an event or presentation by adding a level of professionalism and modern technology. Sourcing, configuring, and managing AV equipment at an event can seem like a daunting task for event planners, but getting your venue early and communicating Being clear about your AV needs will help ease audiovisual anxiety and will give you the support system you need to run your event.


A great place to start when planning AV for an event is to ask your venue for a list of AV equipment. Once you understand what AV equipment your venue can accommodate for your event, you can add or remove equipment based on the specific needs of your event.


Audio Visual Equipment List


To get you started, here's a basic AV checklist for events, including specs considerations:

  • Microphone - Wired or wireless, lapel, desk stand, or floor stand?

  • Interior lighting – Is it possible to adjust the brightness in each room? Need more light?

  • Internal or additional sound system needed? Is a portable PA system necessary or is an internal system sufficient?

  • Mixer - How much?

  • Sufficient or additional power required?

  • Video Cameras - How many?

  • Desktop - Laptop? How many?

  • Podium – How many? With or without microphone(s)?

  • Two-way radios – Reception in all areas?

  • Spotlights – Built-in or special order?

  • Technician – Camera, light, sound, projection?

  • Screen – What size? How much? What kind?


AV for Meetings


External corporate meetings are a welcome change of scenery from your company's proven conference room, but audiovisual equipment for meetings may require some special considerations. separate. Your meeting AV checklist can include monitors, projectors, built-in monitors or LCDs, speakers, microphones, and video cameras.


If the meeting involves a large number of people connecting to the venue's Wi-Fi network, consider: Does the venue offer free Wi-Fi or is there an associated cost? Is there a dead zone in the room? Will the presentations be streamed live? Will there be concurrent events heavily dependent on the same network on that day?


A well-planned and thoughtful AV setup can solve many of the problems meeting participants may face, from connecting devices and sharing hardware to making sure the back of the room is clean. can hear the presentation loud and clear.


AV for Conferences


Conferencing audiovisual equipment often overlaps heavily with conferencing AV, but on a larger and wider scale. However, the conference room AV checklist is very different from the event setup checklist for multi-room or all-venue meetings. Meeting audiovisuals can be complicated when you consider turnkey rooms, multiple presentations, and speakers, or additional event days, but a basic understanding of venue regulations and event needs can reduce confusion. help avoid.


Conference room audiovisual needs may include one or more video screens, such as video conferencing, presentations, or viewing materials on a computer. The exact visual system you need will depend on the size of your meeting. HDTV screens are suitable for small meetings, while projectors and screens are suitable for large rooms and groups. You also need an audio system that is appropriate for the size of your room. For small conference rooms, the venue must be equipped with technology sufficient for clear audio from computers and cameras. For larger meetings, you may need to consider microphones and speakers. Again, context is important when planning an AV event. A venue sound system for a dedicated seminar room is very different from what you have at your disposal in a small conference room.


In a larger room, your conferencing equipment checklist includes more speakers, more microphones, more screens, and more. You should also have a clear understanding of the room's lighting options and any control systems that may be in use.


For meetings of all sizes, high-quality audio and video help you focus on your meeting and clearly convey your message to your audience. A carefully planned audiovisual setup helps avoid technology slips and glitches that can irreparably affect meeting dynamics and audience experience.


Event AV Checklist


Planning any kind of audiovisual event almost certainly requires a complete checklist. We recommend creating separate checklists for each phase of your AV planning, from the initial onsite visit to the venue to the day's setup guide. Below are some ideas for AV checklist templates that you can use to create your own checklist. Add or remove bullet points as needed to meet your event's specific needs.


Audiovisual Site Visit Checklist

When you visit your event venue, you'll want to confirm the venue's experience with AV events, their in-house AV equipment and capabilities, and their policies and capabilities for additional equipment and technology. Here are some checklist items to get you started:


  • Check if the actual room size matches the required AV configuration

  • Be aware of any spatial obstructions that may interfere with your setup

  • Review AV location relative to event traffic flow

  • Check out every adjustable home light in every room

  • Confirm high-speed Internet access and price, if available

  • Validate broadband widths, satellite capabilities, and more.

  • Review the list of AV devices provided by the website, including:

    • Microphone availability, power, and type

    • Home audio system, if available, and capabilities

    • Availability and number of displays

    • Available Projector

    • Availability and number of laptops

  • Review the site's policy on 24-hour timeout to set up AV

  • Review the internal privacy policy regarding AV devices


Questions to Ask Your Venue or AV Company

  • What does the place itself offer?

  • Does the site have a specific vendor contract? If so, do they allow external providers?

  • Is there an internal power supply available?

  • What is the ceiling height? Are there any ceiling obstructions, such as chandeliers?

  • What is the soundproofing of the wall/partition?

  • What elements of the hall can be blocked by stands, stages, seats, etc.?

  • Are there any known locations where a light source or fixed components of space (pillars, etc.) could interfere with the projected screen?

  • Are there lights in the house and if so, where are the controls?

  • Limited stage lighting?

  • If special lighting is required, is the site capable of installing the equipment?


AV Event Setup Guide


It's the day of your event and the excitement is in the air! But before you join the celebration, you need to make setting up your AV equipment a breeze. Here's an event AV setup guide to get you started creating your own event:


Questions to Ask Your Venue or AV Company Before Setting Up


  • What is the expected installation time?

  • Are there accessible docks and lifts to move heavy equipment?

  • Given our requirements, is an additional power source required?

  • What emergency equipment is available on the site?

  • What are the security/downtime policies and settings in place?

  • Is there an AV specialist or technician on site? How much? At what time?


Administrative Work Before the Event


  • Review your AV orders line by line

  • Review your installation in your location

  • Schedule on-site rehearsals

  • Set up an AV matrix of equipment demand by day, hour, and room, including speaker name and subject, if applicable

  • Once your schedule is complete, distribute it in advance to all stakeholders

  • Designate volunteers/staff to support or supervise each function as needed


AV Event Setup Checklist


  • Meet with the venue coordinator or contact to review the set-up schedule and event programme

  • Monitor device loading and configuration, if applicable

  • Orientation for volunteers/staff of any event, including DJs, musicians, speakers/presenters, etc.

  • Supervise rehearsals with AV technicians and key players

  • Test all AV devices for each function

  • Check rooms where speakers are available, if available

  • Set up all the venues and AV equipment for the event's summit

Speaker/Presenter Requirements Checklist

If your event includes speakers or presenters, it's important to contact these people early and often to determine their audiovisual needs. Create a speaker requirements checklist that includes a comprehensive list of equipment required for all presenters/presenters as well as a breakdown of the equipment required for each presenter, if applicable.


Audiovisual Tips for Event Planning


There is no limit on how the audiovisual requirements for events can vary depending on the type of event, the company or host group, and the audience. So here are some additional AV tips on topics we haven't covered:

  • Certain media technologies and devices can help create advertising or networking opportunities, such as interactive displays, live Twitter feeds, or dedicated apps. Determine if your event is the right opportunity to explore these fun and engaging audiovisual tools!

  • Some events may require audiovisual considerations for accessibility, such as screen captions or other technology/devices for deaf or hard-of-hearing audiences, audio capabilities for blind or visually impaired people, etc. Be sure to consider the audiovisual accessibility needs of your attendees and the accessible technology/device your venue may have to offer.

  • If an event includes different presenters, each presenter may have different audiovisual requirements. Be sure to contact each presenter and create a comprehensive list of their individual audiovisual needs.


Vision Enhancement AV Capabilities


Any event, whether it’s a conference or meeting is only as good as its Audio Visual equipment and services. If you want to take your corporate event to the next level, you can definitely rely on Vision Enhancement, the latest audiovisual technology, equipment, systems, design, consultancy, installation, support, and maintenance. Our company has been the leading audiovisual solutions supplier in New Zealand since 1983 and has experience in dealing with Corporate, Government, Education, Hospitality, and Personal clients.


We offer a FREE consultation, which enables you to fully understand and discuss exactly what you need, so sign up now!


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