Event AV Planning: A Complete Guide

Guests rarely notice great AV — they notice bad AV. A feedback squeal, a dark stage, a video that will not play: those are the moments that define an event in everyone’s memory. Good AV planning is invisible by design, and it starts long before anyone touches a mixing board.

Start with the room and the run-of-show

Every AV decision flows from two things: the physical space and the minute-by-minute plan for the day. Get the room dimensions, ceiling height, power locations, and load-in access early, then map each agenda moment to what it needs to sound and look right.

The core AV stack

• Sound: PA appropriate to room size, mics for speakers and performers, a monitor mix
• Lighting: stage wash, accent and color, plus house lighting control
• Video: screens or LED, a switcher, and confidence monitors for presenters
• Power and cabling: dedicated circuits, distro, and taped, safe runs

Always plan the redundancy

Professionals plan for the failure, not the happy path. A spare mic, a backup laptop with the deck pre-loaded, and a known fallback for the wireless are the difference between a five-second hiccup and a five-minute disaster on stage.

Budget a dedicated technical rehearsal. The most expensive AV problem is the one you discover with a full room watching.

Decide what to rent, hire, or lean on the venue for

Many venues include house sound and a technician; others are empty rooms. Confirm exactly what is provided, then source the gap — an experienced AV operator booked through ARRIVE will spec, run, and strike the show so you can focus on the program itself.