Short answer: start AV planning when you sign the venue, not when the agenda is final. Lock the venue’s AV terms first, send your AV company a brief about two months out, confirm the plan and quote four to six weeks out, and deliver final content and the run of show a week before the event. Here is the timeline we use with clients.
Before you sign the venue
The venue contract decides a lot of your AV budget. Read it for:
- Whether in-house AV is exclusive for any services (rigging, power, internet).
- Patch fees for connecting an outside sound system to the house system.
- Power and rigging charges, and who must do the work.
- Internet: is a hardwired line available, and what does it cost?
- Load-in and load-out times, and the dock.
Our venue guides cover these points for venues we work in often, like Huntington Place and The Blackstone in Chicago. For the bigger question of whether to use the hotel’s team at all, see hiring an outside AV company.
8+ weeks out: send the brief
- Date, venue and room names
- Expected headcount in the room and online
- Draft agenda, number of presenters and panels
- Streaming or recording needs
- Any special moments: awards, product reveals, entertainment
- Budget range, if you have one. It helps us design to it.
4–6 weeks out: site visit and final quote
Walk the room with your AV lead or share floor plans and photos. Confirm stage size and position, screen placement, power, rigging points and camera positions. Lock an itemized quote.
2–3 weeks out: speakers and content plan
- Speaker list with each person’s presentation style (lectern, roaming, panel)
- Remote presenters and how they will join
- Video list and file formats
- Branding files for screens and lower thirds
1 week out: run of show and slides
Send the run of show and as many final slides as possible in one agreed format. Our run of show template shows what to include.
Day before: load-in and tech check
For larger events the crew loads in, sets the stage, focuses lights and checks audio the day before. Schedule a short tech check with key presenters on stage with their mics and slides.
Show day
- Crew call several hours before doors
- Rehearse transitions first thing
- Last slide changes go to one person
- Planner and show caller on headset or in constant contact
After the event
Collect recordings, note what to change for next year and keep the run of show as next year’s starting point. Recurring events get easier and cheaper when the same team carries the plan forward.
FAQ
How far in advance should I book AV for an event?
Six to eight weeks is comfortable for most corporate events. Large conferences and peak months (spring and fall) benefit from booking three months or more ahead.
What if my agenda is not final?
Send what you have. Room size, headcount and format drive most decisions; speaker details can follow.
What is a patch fee?
A charge some venues add when an outside AV company connects to the house sound system. Ask about it before signing.
Get a quote
Starting to plan an event? Send us the date, venue and headcount and we will come back with a plan and an itemized quote, same day on most events. Request a proposal or call John at 248-949-1141.