Planning Checklists
AV Equipment Checklist for Conferences and Galas
27 Aug 2026 · 5 min read
An audience rarely compliments good sound and lighting, but they notice bad sound and lighting within seconds. That asymmetry is exactly why AV is worth scoping properly rather than treated as a line item to fill in last. This checklist covers what to think through before requesting an AV quotation for a conference, gala, or stage production.
Size the system to your format, not just your headcount
A 200-pax seated panel discussion and a 200-pax standing gala need genuinely different rigs, even though the headcount is identical. A seated panel prioritises clear vocal reproduction across rows; a standing gala with a live band or DJ set needs a system built for music reinforcement and a very different dispersion pattern. Share your format, not just your capacity, when you enquire.
Decide whether you need a fixed setup or a programmable one
Lighting can be configured as a fixed conference wash for a straightforward panel day, or as a fully programmable show for a gala or award night. If your event moves from daytime panels into an evening gala in the same room, a hybrid setup that switches between the two across the day is worth planning for from the start rather than treating as an afterthought.
Confirm whether a technician is included
An on-site technician is typically included with AV bookings above a certain equipment threshold, running sound checks before doors and operating the desk through the event. Smaller standalone AV bookings may not include one by default. If your run-of-show has multiple cues, speaker changes, or a live band, having a technician on-site rather than leaving the desk to venue staff unfamiliar with your show is worth confirming explicitly.
Do a technical rehearsal for anything with a live cue
Any AV moment with a hard cue — a video that needs to play exactly on a speaker's mark, a mic handoff between multiple presenters, a lighting change synced to a countdown — benefits from a technical rehearsal before doors open, not a first attempt in front of the audience. Build this into your setup schedule rather than assuming it happens automatically.
Frequently Asked Questions
Is a sound or lighting technician included with the equipment?
An on-site technician is included with AV bookings above a set equipment threshold, running sound checks before doors and operating the system through your event. Smaller standalone bookings can add a technician on request — confirm this in your enquiry rather than assuming it by default.
How do you size an AV system for a specific room?
By your room capacity and event format together, not capacity alone. A seated panel and a standing gala in the same room need different setups, so share your venue, capacity, and format — panel, gala, product showcase — and the system gets scoped from that.
Can lighting switch between a conference look and a gala look on the same day?
Yes. Lighting can be configured to switch between a fixed conference wash and a full programmable show across a single day, which is common for events that run daytime panels into an evening gala in the same room.
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