Commercial AV Checklist for Live Events Installation
The best events are engaging experiences with exciting sounds, interesting visuals, and enjoyable entertainment. That doesn’t come to life by itself. It can require a commercial AV installation team to create the concept, set up the equipment, and operate it on the day of the event.
The technicians on those teams often use checklists, like the ones below, to manage all of the key details.
Commercial AV Equipment Checklist
Use this list to identify the AV equipment you have or need access to for your next event. Test any equipment that’s available in-house ahead of time to make sure it’s functional.
In-house sound system and/or supplemental sound system
Microphones
Wireless mics or lavaliere/lapel mics
Microphone stands
In-house lighting and/or supplemental lighting
Mixer boards
Audio switchers
Amplifiers
Laptop computer(s)
Projectors
Screens
Video camera(s)
Two-way radios & reception
Equipment for virtual (streaming) events
Any other event-specific equipment, such as podiums, headsets, or specialized cables
Commercial AV Installation: Site Visit Checklist
Venue visits tell you a lot about what type of AV equipment you’ll need for an event. Use this checklist to check out the important details and features of a venue that can impact the AV needs for a given space.
Room dimensions
Ceiling clearance
Traffic flow and emergency exits
Potential obstructions in the room
High-speed Internet access and bandwidth
Venue electrical supply and access points
Venue security
Venue space holds (for equipment setup and takedown)
Venue policies and contract terms
Venue point(s) of contact
In-house sound and lighting systems (available, sufficient & working?)
Other AV equipment provided by the venue (available, sufficient & working?)
Commercial AV Installation: Event & Equipment Setup
Within the day or hours leading up to the event, AV equipment setup will happen, and it will require a coordinated effort. Use this checklist to ensure the basics are covered.
Setup & event starting times
Timeline for equipment setup
Venue access & areas for moving heavy equipment
Areas for storing backup equipment
Equipment load-in and setup
Equipment testing
Access & availability of any additional electrical supply
Timing & plan for the event rehearsal or run-through
Coordination with other technicians and vendors, as needed
Prep all AV equipment for the start of an event
These commercial AV checklists can help you stay organized as you figure out your audio-visual needs for an upcoming event. Of course, these checklists can help you figure out whether you need special equipment, how to set up and operate that equipment, or what to do if something goes off-plan.
looking for a holiday event or corporate party checklist? click here
For expert help with audio-visual installations, contact The Music Trust. We offer commercial AV installs for many types of events, venues, and needs across the U.S.
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