Planning a conference involves many moving parts, and audio-visual (AV) setup is one of the most critical. AV affects how smoothly presentations run, how well remote attendees hear, and whether your message reaches everyone. A missed cable or a dead microphone can derail a session. This checklist covers everything planners need to consider, from early planning to the final run-through. Use it to stay organized and avoid common pitfalls.
Start with a Clear AV Plan
Before you book any equipment, define what you need. Every conference is different, so start by listing all sessions and their formats.
- Identify session types: keynotes, panel discussions, workshops, breakout groups, and networking events.
- Determine AV requirements for each: projection, audio reinforcement, video conferencing, recording, or live streaming.
- Consider audience size and room layout. A large hall needs more speakers and microphones than a small meeting room.
- Set a budget and timeline for AV. Include equipment rental, technician fees, and shipping.
Assess the Venue
Your venue may already have some AV equipment. Always ask for a detailed list and inspect it yourself if possible.
- Existing equipment: What is included? What is not? Check projectors, screens, sound systems, and microphones.
- Power: Verify the number and location of outlets. Confirm the electrical capacity for your equipment.
- Internet: Is there wired and wireless access? What is the bandwidth? This is crucial for streaming and video calls.
- Room acoustics and lighting: Hard surfaces cause echoes. Bright lights can wash out screens.
- Ceiling height: Ensure it is high enough for projector placement and screen size.
- Access: Check loading dock, elevators, and setup time allowed.
Essential AV Equipment Checklist
Use this list to build your equipment inventory. Quantities depend on your sessions.
Display and Projection
- Projector or large display screen
- Projection screen (appropriate size for room)
- Monitor for presenter or stage
- Spare bulbs or backup projector
Audio
- Microphones: handheld, lavalier, or headset
- Microphone stands and clips
- Speakers (for room coverage)
- Audio mixer
- Audio cables and connectors
- Batteries for wireless microphones
Video and Streaming
- Cameras (for recording or live streaming)
- Tripods and mounts
- Video switcher (if multiple cameras)
- Capture card or streaming device
- Video cables (HDMI, VGA, etc.)
Playback and Control
- Presenter laptops (with adapters)
- Clicker or remote for slides
- Media players
- Backup laptop with all presentations
Cables and Power
- Display cables (HDMI, VGA, USB-C)
- Audio cables (XLR, TRS, RCA)
- Extension cords and power strips
- Gaffer tape for cable management
- Surge protectors
Networking
- Ethernet cables
- Router or access point (if venue Wi-Fi is weak)
- Network switch
Backup Supplies
- Spare cables and adapters
- Extra batteries
- Backup projector bulb
- Tool kit (screwdrivers, pliers)
Setup Timeline
Follow a timeline to ensure everything is ready when doors open.
- 4–6 weeks before: Finalize AV needs, book vendors, confirm venue capabilities.
- 2–3 weeks before: Create a detailed equipment list, assign roles, and order any rentals.
- 1 week before: Confirm delivery dates, schedule a full technical rehearsal.
- Day before: Set up all equipment, test every system, and run through presentations.
- Morning of: Final sound check, test microphones, ensure backups are in place.
Testing and Troubleshooting
Never assume equipment works. Test everything under real conditions.
- Test every microphone and speaker. Walk the room to check sound coverage.
- Run through presentations with the actual laptops presenters will use.
- Test video conferencing with remote participants.
- Check recording and streaming quality.
- Create a troubleshooting guide for common issues: no sound, no image, feedback, or connection drops.
- Assign a tech point person to handle issues during the event.
Backup Plans
Even with careful planning, things can go wrong. Have backups ready.
- Spare cables and adapters for every connection type.
- A backup laptop with all presentations loaded.
- Extra microphones and batteries.
- Alternative power sources (uninterruptible power supply or generator).
- Offline copies of presentations on a USB drive.
- Phone numbers for venue tech support and your AV vendor.
On-Site Management
During the event, stay proactive to keep AV running smoothly.
- Arrive early and do a final walk-through.
- Communicate with presenters before their session about microphone use and slide advancing.
- Monitor sound and video during sessions. Adjust levels as needed.
- Keep a central control area with all equipment and backups.
- Debrief after each day to fix any issues for the next.
With a solid AV setup, your conference can run without a hitch. This checklist helps you plan, test, and troubleshoot so you can focus on delivering great content. For more practical guides on event planning and technology, explore our other articles.