Event AV Checklist: What to Sort Before the Day
You have been handed the AV for an event, and you are not an AV person. This event AV checklist is built for that.
AV means audio-visual: microphones, speakers, screens, projectors, lighting, the power and connections behind them, and a person who runs it all. Work through the checklist in order, and book a tech rehearsal in the actual room. That one step catches many problems while there is still time to fix them.
Start with the room, not the kit
Decide the room first, because the room decides everything else. The best AV plan for a ballroom is wrong for a boardroom.
Ask the venue before you book:
- What is the room size and ceiling height, and do pillars block sight lines?
- Can blinds block daylight? It washes out projectors.
- Where are the power sockets, and how many can you use?
- Where can the AV team load in, and at what time? Is there a lift or a long carry?
- Is there in-house AV, or must you use a tied supplier? Can you bring your own?
Still choosing a venue? Our corporate event planning checklist covers the wider decisions.
Event AV checklist: four weeks to one week out
Four weeks out, decide what you need. One week out, everything is confirmed in writing. In between, work through the categories below.
Work out what you actually need
Write your running order first: each session, who presents, how many people are in the room and what each speaker needs (slides, video, live demo, a panel with several mics). Send it with the speaker list and a rough room plan to your venue or supplier, so they quote for your event rather than a generic package.
Audio
Start with audio: people forgive a dull slide more readily than a talk they cannot hear.
- PA system: speakers sized for the room. Ask your supplier what the room needs.
- Microphones: handheld, lapel (clip-on) or headset. Match the type to the speaker. Walking presenters suit lapel or headset mics, and panels suit several handhelds.
- Spares: at least one spare mic, and spare batteries for every wireless one.
- Q&A: decide whether you need a mic runner so questions from the floor are heard by everyone.
Screens and projection
Check what the furthest seat can see. Ask your supplier about screen size for your room rather than guessing.
- Confirm the screen’s shape (widescreen or older 4:3) and build your slides to match it, or the picture will be cropped or boxed.
- Ask which cables the room uses, and bring adaptors for every laptop type your speakers use.
- Get a presentation clicker.
- Collect every deck in advance, and keep a backup copy on a USB stick and by email.
Lighting and staging
Speakers need to be seen. Check that the stage or speaking spot is lit and that the light does not wash out the screen.
Decide whether you want branded uplighting, and who supplies any stage.
Internet, power and recording
Don’t assume venue wifi will cope with a full room. Ask what is provided, whether anything live needs a dedicated connection, and who to call if it fails.
Count your power needs against the sockets you were told about. If you are recording, livestreaming or including remote attendees, tell the supplier early; hybrid needs its own camera, audio feed and a person watching the remote chat.
AV needs by event type
Use this as a starting point and confirm the detail with your supplier.
| Event type | Main AV priorities | Easy to forget |
|---|---|---|
| Conference | PA, several mics, large screens, clicker, recording | Mic runner for Q&A, speaker slide collection |
| Away day | Projector or screen, a couple of mics, wifi | Breakout-room screens and audio |
| Awards night or party | Strong PA, stage lighting, walk-on music, mics for presenters | Cues for winners walking up, music levels at dinner |
| Team building or entertainment | Host mic, scoring or title screens, space and power for kit | Sight lines for spectators, power near the activity |
Tech rehearsal and load-in
A tech rehearsal is a run-through in the actual room, with the actual equipment, before the audience arrives. Agree a load-in time with the venue and supplier, then work through these in order:
- Sound check: every mic, walking the full area where speakers will stand, with spare mics tested too.
- Slide run-through: open every deck on the actual laptop and screen, and click through to the last slide.
- Speaker walk-on: where do they enter, where do they stand, which mic do they pick up?
- Master file: decide who holds the final version of every deck, and stop anyone swapping laptops mid-session.
During the event: one named contact
Name one AV contact and tell everyone who it is, so speakers, hosts and venue staff are not each solving problems alone. Keep spare kit within reach, and write on the run sheet who starts the music, who advances slides and who dims the lights.
Common AV problems and fixes
Many AV problems repeat from event to event, and most can be avoided with a check beforehand.
| Problem | Likely cause | Fix |
|---|---|---|
| Whistling or feedback | Mic too close to a speaker | Move the speaker or the mic position; ask the technician to adjust |
| Muffled or quiet sound | Wrong mic placement or levels not checked in a full room | Re-test with people in the room, as bodies absorb sound |
| Slides cropped or boxed | Aspect ratio mismatch | Build slides to the screen’s shape; test beforehand |
| Laptop will not connect | Missing adaptor | Bring adaptors for every laptop type; keep a backup on USB |
Accessibility checklist
Ask early, because some fixes need time, and confirm each point with your venue and supplier.
- Hearing loops: does the room have one, or can your supplier provide one? Ask the venue what it already provides.
- Captions: can you show live captions on a screen?
- Readable slides: large text, strong contrast.
- Sight lines: can wheelchair users and people with limited vision see the screen and stage?
AV for interactive entertainment
Quizzes need scoring screens, hosted games need a presenter with a mic, and kit needs floor space and power. Our audiovisual hire covers microphones, PA, staging, projectors and screens, with on-site tech support. For corporate events, setup, breakdown and all equipment are provided, with professional hosts. The Betrayers, our The Traitors-inspired game, comes with a professional presenter and all AV included. Game shows and quizzes come with setup included and suit a post-conference or end-of-day social.
One client, Howdens, told us: “Gold Tier arrived at the exact time they said they would, they set everything up ready for the start of our event.” For a bigger programme, see our conference events and corporate events.
FAQs
What does AV stand for in events?
AV stands for audio-visual: everything people hear and see at an event. That means microphones, speakers (the PA), projectors, screens and lighting, plus the cables, laptops and people that run them. If a speaker must be heard or a slide seen, it is an AV job.
What AV equipment do I need for a conference?
At minimum: a PA system, a microphone per speaker plus spares, a screen or projector the back row can read, laptop connections, a clicker and a named person to run it. Add lighting, recording or a livestream if needed. Your running order decides the rest.
How early should the AV team arrive?
Ask your venue and supplier for a load-in time and agree it in writing. Allow time after setup for a full sound check and slide run-through before doors open, not just to finish plugging in. Bigger, more complex rooms need longer, so let your supplier set the number.
Do I need a tech rehearsal?
Yes. A tech rehearsal in the actual room is one of the most useful AV steps. You test every mic, slide deck and walk-on while there is still time to fix problems. Even a short run-through beats finding faults with the audience arriving.
Should I use the venue’s AV or an external supplier?
Ask the venue first. Some have in-house kit and technicians, and some require a tied supplier. In-house AV is simple for standard needs. An external supplier suits bigger rooms, extra screens or interactive elements. Get the venue’s rules in writing.
Tell us about your event and we’ll put together a tailored proposal. Enquire here and we reply within one business day.