If you’ve ever planned an event, you already know: AV can make or break the entire experience.
The problem? Most issues happen because something small was overlooked.
This complete AV checklist will help you plan your event with confidence—whether it’s a corporate meeting, conference, or large-scale production.
Pre-Planning AV Checklist
Before you book anything:
- Define event goals (presentation, engagement, streaming, etc.)
- Confirm attendee count
- Choose your venue
- Determine budget range
- Identify key moments (keynote, panels, videos)
Audio Checklist
Clear audio is non-negotiable.
- Wireless microphones (lavaliers, handhelds)
- Backup microphones
- Mixer and soundboard
- Speakers sized for the room
- Audio technician on-site
Video & Display Checklist
Make sure your visuals are actually visible.
- Projector or LED wall
- Screen size appropriate for audience
- Confidence monitors for speakers
- Video playback system
- Slide formatting (correct resolution)
Lighting Checklist
Lighting impacts both visibility and professionalism.
- Stage wash lighting
- Speaker spotlighting
- Ambient room lighting
- Accent lighting (optional branding)
Live Streaming & Recording Checklist
For hybrid or virtual audiences:
- Cameras (single or multi-cam)
- Streaming platform
- Encoding equipment
- Reliable internet connection
- Recording backup
Power & Technical Infrastructure
This is often overlooked—and critical.
- Adequate power supply
- Cable management
- Backup power solutions
- Internet bandwidth check
Staffing & Crew
Even the best equipment fails without the right team.
- AV technician(s)
- Camera operators
- Audio engineer
- Production manager
Rehearsal Checklist
Never skip this step.
- Test microphones
- Run full presentations
- Check video playback
- Verify lighting cues
- Practice speaker transitions
Day-Of Event Checklist
- Equipment setup completed early
- Sound check done
- Slides loaded and tested
- Backup files ready
- Crew in position
Common AV Mistakes to Avoid
- Not testing presentations in advance
- Underestimating audio needs
- Ignoring lighting
- Poor internet for streaming
- No backup plan
Final Thoughts
Great AV doesn’t happen by accident—it’s planned, tested, and executed by experienced professionals.
Using this checklist will help you stay organized, avoid last-minute surprises, and deliver a seamless event experience.
If you want to take it a step further, partnering with a professional AV team ensures every detail is handled so you can focus on the bigger picture.