Event planning involves a multitude of interconnected parts—from booking a venue and scheduling talent to managing guest lists and marketing. But a crucial element that often gets overlooked until it’s too late is audio-visual (AV) support.
AV planning should actually be one of the earliest items on your agenda, because it directly impacts the audience experience and needs to align with other event logistics. You need to make sure you have high-quality equipment, knowledgeable technicians, and solid contingency plans in place.
This guide will walk you through a strategic AV booking timeline, explaining when each step of the process needs to get done for a successful event.
If you’ve ever been to a concert, corporate event, or business meeting where technical problems got in the way of the presentation, you already know why professional AV is so important.
Before we dive into the AV timeline, let’s go over a few reasons why you should prioritize AV planning early:
Consider your particular event goals, including scale and format (hybrid, virtual, or live). Then start researching AV providers, paying specific attention to their portfolio and range of specialities.
Any reputable AV company will conduct an initial consultation. This is a good time to set your AV budget and request detailed quotes and proposals from each prospective company.
Before you sign your contract, it’s important to discuss contingency plans, backup equipment, and troubleshooting processes to ensure your team is prepared to handle any unforeseen setbacks.
Once you’ve booked your chosen AV partner, it’s time to flesh out the details. Discuss your equipment needs early on in the process and confirm your AV provider has all the necessary venue details, including a floorplan. It’s usually at this stage that your AV team will conduct an on-site walkthrough to identify power sources, rigging points, staging options, and other technical considerations.
If you’re working with a full-service team, they’ll take your ideas and create a comprehensive AV design for you to review.
This is a good time to finalize your comprehensive AV plan. Confirm equipment setups and run through the event schedule. You should also make sure any prerecorded footage is fully edited and ready to go and discuss any customizations that need to be done.
Your AV team should be present for rehearsals and walkthroughs. An independent tech walkthrough can be done around this time to ensure the plan is practical. Any on-stage talent should also be involved in the walkthrough process and be fully informed about technical elements.
As you approach the big day, it’s time to make your final confirmations and test equipment. A final tech walkthrough and rehearsal is essential around this time to ensure all systems are working properly.
Professional event production requires the right combination of technical prowess and practical skills. You need reliable, high-quality technology and support that can accommodate your needs, AV budget, and event timeline. It’s important to find a team you trust and give them plenty of time to prepare.
Here are a few of the most common mistakes event planners make when booking and working with AV teams:
To get the most out of your AV partnership:
When you’re planning a big event, you need your vendors and partners to step up, take some of the pressure off your shoulders, and communicate clearly and often so you can rest easy knowing they’re handling their part of the job.
At Catalyst, we’re your go-to AV partner. We’re with you every step of the way, from brainstorming AV setups for your venue to breaking down equipment after curtain call.
Get in touch to schedule a free consultation and get a customized quote today!
Event planning involves a multitude of interconnected parts—from booking a venue and scheduling talent to managing guest lists and marketing. But a crucial element that often gets overlooked until it’s too late is audio-visual (AV) support.
AV planning should actually be one of the earliest items on your agenda, because it directly impacts the audience experience and needs to align with other event logistics. You need to make sure you have high-quality equipment, knowledgeable technicians, and solid contingency plans in place.
This guide will walk you through a strategic AV booking timeline, explaining when each step of the process needs to get done for a successful event.
If you’ve ever been to a concert, corporate event, or business meeting where technical problems got in the way of the presentation, you already know why professional AV is so important.
Before we dive into the AV timeline, let’s go over a few reasons why you should prioritize AV planning early:
Consider your particular event goals, including scale and format (hybrid, virtual, or live). Then start researching AV providers, paying specific attention to their portfolio and range of specialities.
Any reputable AV company will conduct an initial consultation. This is a good time to set your AV budget and request detailed quotes and proposals from each prospective company.
Before you sign your contract, it’s important to discuss contingency plans, backup equipment, and troubleshooting processes to ensure your team is prepared to handle any unforeseen setbacks.
Once you’ve booked your chosen AV partner, it’s time to flesh out the details. Discuss your equipment needs early on in the process and confirm your AV provider has all the necessary venue details, including a floorplan. It’s usually at this stage that your AV team will conduct an on-site walkthrough to identify power sources, rigging points, staging options, and other technical considerations.
If you’re working with a full-service team, they’ll take your ideas and create a comprehensive AV design for you to review.
This is a good time to finalize your comprehensive AV plan. Confirm equipment setups and run through the event schedule. You should also make sure any prerecorded footage is fully edited and ready to go and discuss any customizations that need to be done.
Your AV team should be present for rehearsals and walkthroughs. An independent tech walkthrough can be done around this time to ensure the plan is practical. Any on-stage talent should also be involved in the walkthrough process and be fully informed about technical elements.
As you approach the big day, it’s time to make your final confirmations and test equipment. A final tech walkthrough and rehearsal is essential around this time to ensure all systems are working properly.
Professional event production requires the right combination of technical prowess and practical skills. You need reliable, high-quality technology and support that can accommodate your needs, AV budget, and event timeline. It’s important to find a team you trust and give them plenty of time to prepare.
Here are a few of the most common mistakes event planners make when booking and working with AV teams:
To get the most out of your AV partnership:
When you’re planning a big event, you need your vendors and partners to step up, take some of the pressure off your shoulders, and communicate clearly and often so you can rest easy knowing they’re handling their part of the job.
At Catalyst, we’re your go-to AV partner. We’re with you every step of the way, from brainstorming AV setups for your venue to breaking down equipment after curtain call.
Get in touch to schedule a free consultation and get a customized quote today!
Are you planning a shareholder meeting, conference, product launch, trade show, or other type of major event? You need to make sure the production value matches the quality of your event’s content. Working with a reliable, proven leader in audio visual event production like Catalyst ensures your event runs smoothly, exceeds the expectations of your audience, and has the impact you want.
Get in touch today to schedule a free consultation, learn more about our services, and tell us about your event.
We work events both nationally and internationally. No matter where you are, Catalyst can come to you.
(818) 818-6117
info@thecatalystcompanies.com