The AV Logistics Checklist


Here it is – the down and dirty, no-frills check list for dealing with AV logistics for your event.

Contactsevent planning

Have a list of those people you will be dealing with on site and have their phone numbers. Make sure those people know how to contact you or those working for you. Also, make it clear to everyone involved who is in charge and who has authority over what.

Schedule

Make sure your audio visual provider has a detailed schedule, including start and end times of each session, times when door are open for the audience, rehearsals and walk-throughs, meetings, and any other times that AV crew or equipment will be needed. Also helpful are schedules of other vendors or crews that might cause any conflicts.

Load In and Load Out

Conditions for loading in and out are important, especially when it comes to dock space and traffic. Too many companies on the dock at one time is a recipe for chaos. Also, room availability, amount of time required for set-up and strike, and the availability of in-house personnel such as electricians and technical people are important considerations in event planning.

Room Dimensions & Details

Make sure the room where your event is going to be held is big enough for the attendees AND all the equipment. AV equipment takes up space, not just on the floor but in the air as well. Make sure you account for ceiling obstructions such as chandeliers, ceiling coves, air ducts, and so on. How and where the audience is seated will also make a difference in what kind of AV equipment should be used.

Power

Check to see if arrangements have been made for needed power drops and electrical service, keeping in mind that they are rarely free.

Internet

Now days many presenters need access to the internet for their presentations. You should plan on proving a wired internet connection with a QOS (quality of service) setting. Also, internet is rarely free.

Facility Requirements

Many facilities and venues have special requirements, such a putting covering over carpets, use of hallways and elevators, or hiring security personnel. Ask a venue specifically if they have any such requirements and get them in writing. Facilities often have a packet listing all of the rules and requirements.

Union Requirements

Find out if your event is in a union contracted facility. If so, take time to know the rules and budget accordingly

Speaker and Talent Requirements

Ask talent and presenters for their needs and requirements well in advance. This may include things such as internet accessibility, specific types of microphones to use, someone to operate a PowerPoint presentation, and so on. Oh, and pass that information along to your audio visual provider. If you have talent that has a rider (the part of their contract that lists their technical requirements) make sure you send a copy to your audio visual team.

Changes & Add-Ons

Changes and add-ons are inevitable. Keep a detailed record and, if possible, get sign-off when it comes to changes. Confusion later just costs money and causes headaches.

Contract & Payment

This may sound trivial, but make sure you have a contract, that you know what the payment terms are, and that you understand what is included and what is NOT included. Ask questions and get answers BEFORE your event or production begins.

Scott Reagles

IPG has been involved with production for over 25 years. Our team experience ranges from theatre, performance to lighting, sound, and scenery. We have unique appreciation for how audio engineering and video production effect the business of Event Production. Whether you're a corporation, non-profit, local organization or hotel; the Audio Visual, AV Rental & Staging, AV Project Management, and Live Event Video and Graphics Production will set you apart as an event to be frequented by attenders and a venue to be remembered for organizers.

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