How to Manage AV Resources for Events

Great AV management can make or break your event. Here’s how to get it right:

• Plan ahead: Assess your event size, venue, and specific AV needs early.
• Budget smartly: Focus on essentials like quality audio, compare vendor prices, and set aside funds for surprises.
• Choose the right equipment: Match audio, visuals, and lighting to your event size and venue layout.
• Work with experts: Partner with reliable AV suppliers and maintain clear communication.
• Test everything: Run technical rehearsals to catch issues before the event.
• Prepare for accessibility: Use assistive listening devices, captions, and accessible visuals to include everyone.

Crafting the Perfect Event: Step-by-Step AV Planning Guide for Flawless Execution

Planning Your Event's AV Setup

Laying the groundwork for your event’s AV setup is like crafting a detailed blueprint - every decision impacts the outcome. Good planning can help you avoid unexpected costs and ensure everything runs smoothly.

Assessing AV Requirements

The type of event you’re hosting will dictate your AV needs. For example, a corporate conference might call for clear audio and sharp visuals, while a product launch could demand immersive LED walls and synchronized lighting. Knowing these requirements early can save you from expensive, last-minute adjustments.

Start by visiting the venue. Take note of room dimensions, ceiling height, seating arrangements, and existing AV infrastructure. Check the power supply and watch for potential sightline issues. Some venues have specific rules about external equipment or preferred AV vendors, so make sure you’re clear on these policies upfront.

Audience size is another key factor. Smaller events with under 50 attendees typically need just one projector and a basic audio setup. Medium-sized gatherings (50–200 people) require additional speakers, microphones, and backup equipment. For large events over 200 attendees, you’ll need a more advanced setup, including subwoofers, multiple screens, and audio mixers.

Also, reach out to your speakers early. Confirm their technical preferences - do they need a handheld mic or a lapel mic? What format will their presentations be in? Addressing these details ahead of time can help avoid hiccups during the event.

Event Size	Audio Equipment	Visual Equipment
Small (<50 attendees)	Basic sound system, 1-2 microphones	Single projector, one screen
Medium (50–200 attendees)	Multiple speakers, wireless mics, mixer	2 projectors, backup screen
Large (200+ attendees)	Full PA system, subwoofers, multiple mics	Multiple screens, LED displays

Creating a Project Plan

Effective project management is all about clear communication and detailed organization. In fact, project managers spend up to 90% of their time communicating. A solid plan should cover everything from equipment inventory and team roles to setup schedules and contingency plans.

Break your plan into smaller, actionable tasks. For instance, instead of a broad goal like "set up audio", assign specific jobs like "test wireless mic batteries", "position speakers for optimal coverage", and "run sound checks with presenters."

Establish a timeline that includes setup, equipment testing, and teardown. Regularly test all AV equipment in advance to catch potential issues before they become problems.

Assign clear roles within your team. Determine who will handle audio, who will manage visuals, and who will troubleshoot. Make sure everyone knows their responsibilities and has a backup plan in place.

Risk management is another crucial step. Identify possible technical challenges - what happens if a projector fails or if there’s interference with the microphones? Prepare solutions for these scenarios to keep your event running smoothly.

"Effective project management ensures that projects are completed on time and within budget, while also maximizing value, mitigating risks and aligning outcomes with organizational objectives." - Alexis Bou Farhat, CTS-D, CTS-I, ELV Project Manager, IMAR Trading and Contracting

Once your plan is finalized, align your budget with these priorities to keep everything on track.

Budgeting for AV Resources

Managing your AV budget is all about balancing quality with cost-efficiency. Start by defining your AV goals - this will help you avoid unnecessary expenses and keep your spending focused.

Use your assessed AV needs to justify budget allocations. Prioritize essentials like high-quality audio equipment - poor sound can ruin an event faster than mediocre visuals. Invest in reliable microphones, speakers, and mixing tools before considering extras like decorative lighting.

Shop around for vendors and compare their offerings. Some provide all-inclusive packages with setup, operation, and teardown, while others only supply equipment. Renting equipment can also save money, especially for items you’ll only use occasionally. Rental companies often provide well-maintained, up-to-date gear along with technical support.

Set aside a contingency fund for unexpected expenses. Venue changes, last-minute equipment failures, or other surprises can quickly eat into your budget.

Engage AV providers early in your planning process. Early collaboration can lead to better recommendations or even discounts. Vendors may suggest alternative solutions that meet your needs without breaking the bank.

"The trick to managing all this within an AV professional's budget while setting up roaringly successful AV events can be summarized in just a few words: strategic AV budget management. It's the right mix between innovation and keeping the pocket in check to extract the best value out of your AV investment." - Sahil Dhingra

Keep track of your expenses throughout the process. Regularly compare actual costs to your budget and make adjustments as needed. This ongoing monitoring ensures you stay on course and can reallocate funds if necessary to achieve the best results.

Selecting AV Equipment

Planning your event’s AV setup is just the beginning. Choosing the right equipment is what ensures everything runs smoothly. Instead of going for the priciest or flashiest gear, focus on what suits your event's specific needs. Consider your audience size, venue layout, and overall goals when making decisions.

Audio Equipment

Good audio can make or break an event, so it’s worth getting this part right.

Start by assessing your audience and venue. The number of attendees determines the scale of audio equipment required. A small meeting room for 30 people won’t need the same setup as a 500-person auditorium. Venue type matters too - indoor spaces with hard surfaces like concrete can cause echoes, while carpeted rooms absorb sound. Outdoor venues and large stadiums come with their own challenges, often needing additional speakers or acoustic adjustments to ensure clear sound.

Invest in quality audio gear. Look into reliable brands and consult with other event organizers for recommendations. Speaker placement is key - arrange them to provide clear, even sound throughout the space. Larger venues may require multiple speaker zones for full coverage. Also, check warranties and customer service options; these can be lifesavers if technical issues arise.

For complex setups or tricky venues, hiring a professional sound engineer is a smart move. They can fine-tune the audio for optimal clarity. Choose microphones based on your event needs: handheld mics work well for Q&A sessions, lapel mics are great for hands-free presentations, and wireless or tabletop mics are ideal for panel discussions.

Pairing great audio with clear visuals will keep your audience engaged from start to finish.

Visual Equipment

Your visual setup should be tailored to your venue and audience size to ensure everyone has a clear view.

Choose the right display for your space. Projectors are excellent for conferences and presentations in dimly lit environments. They’re portable and versatile, making them a solid choice for large presentations or auditorium settings. For breakout sessions or spaces with more natural light, monitors are a better option, offering sharp image quality and ease of use.

For larger events or outdoor venues, consider LED walls or video mapping for striking visuals. LED walls are particularly effective in bright or expansive spaces due to their vibrant colors, high contrast, and modular design.

Screen size and placement matter. Evaluate your venue’s layout to avoid obstacles like pillars or low ceilings that could block sightlines. Plan carefully for cable runs and power sources to ensure safety and avoid trip hazards. A site survey can help finalize screen placement, ensuring they’re positioned at comfortable viewing angles and heights to prevent glare or shadows.

The type of content you’re showcasing also influences your equipment choices. Live presentations might need different setups compared to pre-recorded videos. For an interactive experience, think about adding touchscreens, live polling, or immersive sound systems to keep your audience engaged.

Lighting plays an equally important role in creating an engaging atmosphere.

Lighting Setup

Lighting doesn’t just illuminate a space - it sets the tone and enhances the overall experience. With most corporate events relying on advanced lighting systems, thoughtful lighting design is essential.

Assess your venue first. Understanding the venue’s layout and natural light helps you decide on the right combination of ambient, task, and accent lighting. Instead of working against the space, use its features to your advantage.

Your event’s purpose and mood will guide your lighting choices. For instance, award ceremonies often need spotlights to highlight winners, while product launches might rely on synchronized lighting to build excitement. Different event types - whether corporate meetings, weddings, or concerts - will have unique lighting requirements.

Use color to set the mood. Warm tones like amber create a cozy, inviting atmosphere, while cool blues and purples add a sleek, modern vibe.

Layer your lighting for depth. Combine ambient lighting to illuminate the space, task lighting to focus on key areas like stages, and accent lighting to highlight architectural or decorative elements. Spotlights, wash lights, gobos, and LED panels can all be used strategically to draw attention to important features. For dynamic events, effects like color fades or pulsating lights can add energy.

Keep your guests comfortable by avoiding overly harsh or bright lights that could cause eye strain. Soft, diffused lighting creates a welcoming environment while maintaining visibility. For outdoor events, consider weather conditions and natural light changes. Use weatherproof fixtures and have backup power solutions ready.

Think energy efficiency. LED fixtures and smart lighting systems are cost-effective and eco-friendly. LEDs consume less power, generate less heat, and offer a wider range of color options compared to traditional lighting. With energy-efficient lighting becoming increasingly popular, it’s a smart choice for both your budget and the environment.

Finally, don’t skip testing. Run through your lighting setup before the event to troubleshoot any issues and ensure everything works as planned. Testing is critical - 85% of professionals agree it’s a step you can’t afford to miss.

Working with AV Suppliers and Teams

Once you've outlined your equipment needs, the next step is finding the right AV professionals to bring your event to life. Experienced AV teams can make the difference between a seamless event and a technical disaster. The secret? Choosing the right supplier and establishing clear communication from day one.

Choosing an AV Supplier

Selecting an AV supplier isn't just about finding the lowest price - it's about partnering with someone who understands your vision and has the expertise to make it happen.

Start by defining your event's specific requirements. Be clear about the type of event, the venue's size and layout, audience size, and the level of technical complexity involved. This clarity allows suppliers to provide accurate quotes and ensures they can meet your needs effectively.

Look for suppliers with a track record of handling events similar to yours. A strong portfolio and client testimonials can give you confidence in their capabilities. As Charlie Way from WBSAV puts it:

"The success of your event often hinges on the quality of AV services, from sound systems to lighting & decor, video displays, and staging."

Choose a supplier that offers a full range of services. A company that can handle audio, video, lighting, staging, and technical support simplifies coordination and ensures all components work together smoothly. Don’t forget to ask about the quality and maintenance of their equipment - well-maintained, modern technology is a must.

While budget matters, avoid making decisions based solely on price. The cheapest option might cut corners on expertise or equipment quality, while the priciest bid doesn’t always guarantee the best service. Request itemized quotes from several suppliers to compare costs and services fairly.

Finally, check for liability insurance and do your homework on the supplier’s reputation. Online reviews, client testimonials, and even a quick site visit can help you gauge their reliability and attention to detail.

Once you've chosen a supplier, the next step is setting up clear communication to ensure everything runs smoothly.

Setting Up Clear Communication

Good communication with your AV team is the foundation of a successful event. Involve them early in the planning process - ideally during venue selection - so they can assess how staging and logistics might affect the setup.

Even if you’re not a technical expert, share your vision clearly. A professional AV team can translate your ideas into workable solutions. Assign a primary contact to manage communications and establish clear channels for sharing information. Providing detailed timelines, roles, and responsibilities ahead of time ensures everyone stays aligned.

For complex events, tools like Run-Sheets.com can help you create detailed schedules and coordinate with your AV team in real time.

Once communication is in place, it’s time to lock in your plans with a technical rehearsal.

Running Technical Rehearsals

Technical rehearsals are your safety net, allowing you to catch and fix potential issues before the big day. Plan for at least 60 to 90 minutes of rehearsal after the AV setup is complete. Make sure all key players - speakers, technical staff, and volunteers - are present.

During the rehearsal, do a full walkthrough of the event. Test everything: sound systems at actual speaking volumes, lighting cues, and visual displays. Pay close attention to timing and transitions, like microphone handoffs and presenter movements, to spot areas that need fine-tuning.

This structured run-through ensures the AV team knows their roles and confirms that all systems are functioning as planned. It’s the final step to guarantee your event’s AV setup performs flawlessly, aligning with all the effort you’ve put into planning.

Day-of-Event AV Management

After all the planning and rehearsals, it’s time to bring your AV strategy to life. From the moment the first speaker steps onto the stage until the final applause, your AV setup needs to perform without a hitch. Achieving this requires careful preparation, quick problem-solving, and seamless communication with your team.

Setup and Testing

The groundwork laid during technical rehearsals culminates in a meticulous on-site setup. Arrive at the venue 2–3 hours early to allow ample time for setup and testing. Double-check your AV order to ensure every piece of equipment is accounted for and meets the required specifications.

As Sasha Vasilyuk, co-founder of Sandbox Suites, emphasizes:

"Don't forget, as Sasha Vasilyuk, co-founder of Sandbox Suites writes for Eventbrite, to test out equipment before your event as it's the one thing that's always prone to funkiness."

Begin by testing each cable individually before integrating it into the system. Clearly label cables and connections, and secure them to avoid accidental disconnections. For wireless systems, confirm frequencies ahead of time to prevent interference. Conduct a full walkthrough of the event flow, running the system at full volume with all video components active. This ensures smooth transitions and gives you a chance to spot any potential hiccups before they happen.

These final checks are your safety net, ensuring you’re ready to handle any challenges on the day of the event.

Troubleshooting Common AV Problems

Even the best preparation can’t eliminate the occasional technical glitch. If there’s no sound, start by checking power sources, cable connections, and mixer settings. Make sure microphone batteries are fresh. To address audio feedback - often caused by microphones being too close to speakers - adjust the microphone’s position or lower the volume as needed.

Video issues are another common hurdle. If there’s no display, confirm that the receiving device is powered on, set to the correct input, and inspect all cables along the signal path. For flickering or poor image quality, check that the source and display devices are using compatible resolutions and refresh rates.

Wireless systems can also falter. Ensure batteries are charged, maintain a clear line of sight between transmitters and receivers, and perform a frequency rescan if interference occurs. If a cable or device fails, act quickly by reseating or replacing it - keeping the event running smoothly is always the priority.

Managing Q&A and Audience Interaction

A well-executed Q&A session can significantly enhance audience engagement. Provide microphones for audience members and ensure your audio mixer can handle multiple inputs. Consider using a Catchbox microphone to make the interaction more dynamic, and set up monitor speakers so presenters can clearly hear the questions being asked.

For a modern touch, use Q&A software that allows attendees to submit and vote on questions through their phones or tablets. Assign a dedicated moderator to manage the session, display clear instructions on the screen, and have a few pre-written questions ready to get things rolling.

If you’re using tools like Run-Sheets.com, you can coordinate these elements within your event timeline. This ensures your AV team knows exactly when to activate audience microphones, display Q&A instructions, and manage transitions effortlessly.

Day-of-event AV management is all about preparation, communication, and quick thinking. With these in place, you’ll be ready to handle any technical challenges that come your way, ensuring a seamless experience for everyone involved.

Making AV Accessible for All Attendees

Ensuring your AV setup is inclusive means creating an environment where everyone - regardless of hearing or visual abilities - can fully participate. For context, about 15% of American adults (37.5 million people) report hearing difficulties. Accessibility isn't just considerate; it's essential for creating an inclusive event. Incorporating accessibility into your planning and discussions with suppliers helps ensure no one is left out.

The Americans with Disabilities Act (ADA) mandates specific accommodations in public spaces using sound amplification systems, making accessibility a legal requirement. As Timothy Cape, CTS-D, principal consultant for Technitect, explains:

"Accessibility is a generic term that refers to an environment where people with and without disabilities would be accommodated... ADA Compliance is a term that refers to environments that adhere to the ADA laws and guidelines, providing 'substantially equivalent or greater accessibility and usability.'"

Audio Accessibility

To support attendees with hearing impairments, Assistive Listening Devices (ALDs) are a must. These devices enhance sound clarity, minimize background noise, and ensure equal participation. When choosing an assistive listening system, consider both the venue and your audience's needs.

Here’s a breakdown of available technologies:

• Wireless FM systems: Effective in most settings.
• Infrared (IR) systems: Ideal for crowded venues, as they prevent signal interference.
• Induction loop systems: Work seamlessly with hearing aids.
• WiFi-based assistive listening devices: Offer modern connectivity options.

For hardware, neck loops are great for attendees using hearing aids or cochlear implants, while collars serve as an all-in-one solution for others. Offering both options during registration ensures everyone has what they need.

Real-time captioning, or CART (Communication Access Realtime Translation), provides live text transcription of spoken content. This service is often necessary for effective communication with attendees who are deaf or hard of hearing. Depending on specific accessibility requests, consider providing both CART services and a qualified sign language interpreter.

For example, EEG assisted a major tech company in Seattle by delivering live captions to about 100 meeting rooms across five cities during a corporate summit. Dave Watts, marketing manager for EEG, explains:

"All of our live AV accessibility solutions work by delivering an audio reference of the input video to a choice of a contracted human captioning service or to our automatic captioning service...in real-time, these services return a text transcription of your audio over the very same connection".

While human-transcribed captions are generally more accurate than automated ones, they require a larger budget. Whenever possible, prioritize professional services and ensure all pre-recorded media includes captions.

Pair these audio solutions with strong visual accessibility measures to create a fully inclusive experience.

Visual Accessibility

Just as audio systems must cater to diverse needs, visual presentations should be designed with accessibility in mind. This means paying close attention to color contrast, font choices, and screen readability. The Web Content Accessibility Guidelines (WCAG) recommend a contrast ratio of 4.5:1 for normal text and 3:1 for large text to meet Level AA compliance. For even better accessibility, aim for Level AAA compliance with contrast ratios of 7:1 for normal text and 4.5:1 for large text.

Before your event, use contrast-checking tools to ensure your slides meet these standards. Avoid the starkness of pure black text on pure white backgrounds - slightly softening the contrast can improve readability. If text appears over images, add a solid background or a dark overlay to maintain proper contrast.

Never rely on color alone to convey important information. Incorporate icons, written explanations, or other visual aids to reinforce your message. Tools like color blindness simulators can help verify your design’s accessibility.

Font selection is equally critical. Use a minimum of 12-point font for printed materials (14-point is better) and at least 16px for presentations. Choose fonts that are clear and legible at any size, with distinct letterforms.

For documents, maintain 1.5 or 2.0 line spacing and ensure margins are at least 0.5 inches on all sides. Keep line lengths between 45-75 characters, with about 66 characters being the sweet spot for readability.

Organize your content with clear headings to establish hierarchy. Differentiate headings from paragraph text using size, weight, or color. This helps attendees easily navigate your materials. UCLA’s Brand Guidelines highlight the importance of contrast:

"Color contrast is very important to legibility. To meet current accessibility standards, use only approved color combinations. Be sure to take special care with reverse type and type overlays, especially if your audience tends to be middle-aged or older."

Run a comprehensive test of all accessibility features before the event. Coordinate with your CART vendor and IT/AV team to ensure sound feeds directly into the captioning system. Also, confirm that presentation screens are visible from every part of the room. This preparation ensures that every attendee - regardless of hearing or visual abilities - can engage fully in your event.

Conclusion

Managing AV for events successfully hinges on three key elements: careful planning, strong collaboration, and ensuring accessibility. As Morgan Bartlett points out, "Collaboration with meeting planners and AV professionals is crucial to creating cohesive event experiences that effectively engage your audience". This collaboration should ideally start early - during venue selection - to ensure the space, budget, and AV needs align seamlessly. These principles guide every step, from initial planning to execution on the day of the event.

Clay McDaniel, Shepard's Director of AV Technical Production, highlights the importance of early communication: "At the very beginning, communication is what establishes the expectations". This involves thorough pre-event coordination and addressing common issues like sound feedback or connectivity glitches. Engaging your AV team from the outset ensures they can leverage their expertise to guide your setup effectively.

Accessibility in AV setups is another critical factor, impacting millions globally. It’s not just about meeting legal requirements; it’s about creating an inclusive environment where everyone feels welcome. This means planning for assistive listening devices, real-time captioning, and ensuring visual presentations meet proper contrast standards.

Modern events are complex, with tight schedules, numerous moving parts, and diverse stakeholder needs. Effective AV management requires tools that can handle this complexity. Risk management also plays a crucial role, helping you anticipate potential equipment failures and develop quick solutions. Post-event reviews with your team, presenters, and attendees offer valuable insights to refine future events.

Using Run Sheets for Event Management

Coordinating AV across multiple teams, ensuring precise timing, and maintaining clear communication can be challenging. That’s where run sheets come in - they’re the backbone of any well-organized event, acting as the master plan that keeps everything on track.

Run Sheets (https://run-sheets.com) offers a platform that simplifies this process. By centralizing your event timeline, it allows real-time updates and ensures everyone - AV teams, venue staff, and event coordinators - stays aligned.

The platform’s real-time collaboration tools are especially valuable during the chaotic final hours before an event. For instance, if your sound engineer encounters an issue with the wireless microphone system, they can update the run sheet immediately. This alerts the entire team and automatically adjusts related tasks, preventing miscommunications that could disrupt the event.

With customizable templates tailored for events with intricate AV needs, you can standardize your planning while remaining flexible for unique requirements. Visual progress indicators help you track task completion in real-time, ensuring your AV setup stays on schedule - even when last-minute challenges arise.

Whether it’s a small corporate presentation or a multi-room conference, having a centralized system to manage every detail - from microphone checks to lighting cues - transforms AV management into a smooth, efficient process that enhances the overall success of your event.

FAQs

How can I make my AV setup inclusive for attendees with hearing or visual impairments?

To make your AV setup welcoming and accessible for everyone, here are a few strategies to consider:

• Assistive Listening Devices (ALDs): Offer tools like FM systems, infrared systems, or induction loops. These help attendees with hearing challenges hear presentations more clearly.
• Captioning Services: Include live or pre-recorded captions in your video content. This ensures that individuals with hearing impairments can easily follow along.
• Audio Descriptions: Provide audio descriptions for visual content. This enables attendees with visual impairments to fully understand and engage with presentations and visuals.

Incorporating these features ensures your event is inclusive and accommodating for all participants.

How can I handle unexpected AV issues during an event?

Managing unexpected AV problems begins with solid preparation. Make sure you have a backup plan in place that includes spare equipment like additional microphones, cables, and adapters. It's equally important to train your team to handle common hiccups, such as connection failures or equipment glitches, so they're ready to act quickly.

When the event is underway, effective communication becomes crucial. Keep your team in sync through established communication channels to ensure swift problem-solving. If an issue arises, let your attendees know right away. A quick update explaining the situation and providing an estimated resolution time can go a long way in maintaining their trust and engagement.

Being ready and keeping everyone informed helps reduce interruptions and ensures your event stays on track.

How do I choose the best AV supplier for my event while staying within budget?

Selecting the right AV supplier begins with a clear understanding of your event's unique needs. Think about the type of event you're organizing - whether it's a corporate conference, a wedding, or a live performance. Each of these demands different AV setups, such as sound systems, lighting, or video displays. It's also crucial to factor in the size and layout of your venue to ensure the equipment can effectively cover the space and deliver a smooth experience for your attendees.

When reviewing potential suppliers, prioritize those with experience handling events similar to yours. A supplier who can offer a full range of services is often a better choice, as it minimizes the hassle of coordinating multiple vendors. Be sure to request detailed pricing upfront to sidestep any surprise costs and confirm that their services fit within your budget. By aligning the supplier’s expertise and capabilities with your event’s specific needs, you can ensure a polished and engaging experience for your audience.