The success of an event relies not only on what happens on stage but also on the unseen work behind the scenes. Every detail, from AV setup to the post-event breakdown, is part of a well orchestrated process. This blog post covers essential steps—from site surveys to mastering AV timelines—that help ensure your event is as flawless as it is memorable.
1. Site Survey: Setting the Foundation for Success
An effective event begins with a thorough site survey or site visit. This first step is especially crucial, regardless of whether you’re working with the venue’s in-house AV provider or bringing in an outside AV partner. Why? Because an in-person visit can reveal limitations you might miss otherwise. 
- Identify Fixed Locations and Limitations: Fixed installations and space constraints in venues can impact your AV equipment choices and placement. Identify these limitations early to prevent last-minute surprises.
- Power and Rigging Requirements: Comprehensive AV setups need more power than your typical wall plug can provide. During the site survey, your AV partner can identify available power sources and rigging points to support heavy equipment like speakers and screens.
- Ceiling Height and Room Layout: Creative AV elements, like stage design and elaborate lighting setups, require specific spatial dimensions. Verify these elements early with your AV team to ensure your vision aligns with the venue.
Tip: Make early contact between your AV partner and the venue team. Coordinating these details in advance enables smooth setup and reduces additional charges or delays due to on-site changes.
Check out our previous blog post on optimizing venue selection and layouts.
2. Understanding AV Language: Speak the Same Language as Your AV Team
Clear communication with your AV team is crucial. Familiarizing yourself with AV terminology can help streamline conversations about budget, equipment, and logistics.
Terminology of Technical Roles:
- A1 and A2: The A1 is the primary audio engineer responsible for mixing and audio management. The A2 assists with setup, microphone changes, and troubleshooting.
- V1 and V2: The V1 is the lead video engineer responsible for video feeds, switcher operation, and video quality control. The V2 assists with video setup, cabling, and troubleshooting.
- Bandwidth: The maximum amount of data transmitted over a network connection, crucial for smooth live streaming.
- Bit Rate: The amount of data processed per second in video streaming, affecting video quality and requiring adequate bandwidth.
- Dedicated Bandwidth: A reserved network bandwidth, especially important for streaming HD video without interruptions.
- Embedded Audio: Audio that’s part of a video signal, simplifying setup and playback.
- Encoding (Video): The process of compressing video for streaming or recording.
- HD Resolutions: High-definition video quality standards, such as 720p, 1080p, or 4K.
- Lower Thirds: Graphic overlays (typically with speaker names or titles) at the bottom third of the screen for live and recorded video.
- SDI (Serial Digital Interface): A standard for digital video transmission, commonly used in professional broadcasting for high-quality video.
- Switcher: A device that enables seamless switching between video sources, essential for live events with multiple camera feeds.
- Showcaller: The person responsible for calling cues during the event, including lighting, audio, and video transitions. They communicate directly with the AV team to ensure smooth transitions.
- Technical Director: The lead responsible for overseeing all technical aspects of the event, coordinating the AV team, and ensuring the technical plan aligns with the event’s vision.
See the main differences between a Showcaller and a TD in this blog post.
Budget Implications: Understanding AV terms helps you manage costs effectively. For example, opting for HD versus 4K resolutions can reduce bandwidth and encoding costs without significant quality loss for certain event types.
Clear Communication of Goals: Be explicit with your AV partner about your event’s goals to ensure the technical execution aligns with your objectives. This includes audience experience, visual standards, and any special effects.
3. Pre-Event Walkthrough: Fine-Tuning the Details
As your event date approaches, conduct a final AV walkthrough with your AV project manager or Technical Director. This day-before technical rehearsal allows for real-time adjustments to lighting, sound, and visuals, ensuring every aspect meets your standards.
- Addressing Last-Minute Equipment Needs: During the walkthrough, you might identify additional elements that require extra equipment or adjustments. Common last-minute add-ons include podium laptop connections, preview monitors for speaker notes, speaker timers, and additional stage lighting.
- Testing AV Components: Schedule a technical run-through the day before your event. Have your AV partner test all equipment, including cameras, switchers, and audio.
- Speaker and Performer Preparations: Involve as many speakers as possible in this rehearsal. Each presenter should conduct a mic check and get comfortable with the AV setup.
Tip: Make a list of any specific presenter requirements in advance—such as microphone preferences, lower thirds for name graphics, and laptop connections—and share it with your AV team. This ensures a more customized experience for each speaker.
4. Baseline Measurements: Set Metrics for Event Success
Establishing baseline measurements before the event allows you to evaluate its success accurately. Define which metrics matter most based on your objectives and track relevant data points to measure your event’s impact.
- Event KPIs: Common metrics include audience engagement, visual and audio clarity. These help determine how well your AV setup meets attendee needs.
- Pre-Event Data Collection: Capture initial data, such as attendee numbers, and feedback to provide context for post-event evaluations.
- Reporting and Stakeholder Insights: Baseline metrics help demonstrate the event’s success to clients or stakeholders. Comparing pre- and post-event data showcases effectiveness and highlights areas for future improvement.
5. Mastering the AV Timeline: Event-Day Coordination from Start to Finish
Creating a comprehensive AV timeline or Run of Show is vital. This timeline outlines the minute-by-minute tasks required on event day to ensure a smooth experience. It covers everything from setup and speaker order to content playback (walk-on music, videos, presentations) and more.
Tip: An organized AV timeline ensures that each component of your event runs on time and is prepared, keeping everything aligned for a flawless show.
6. Post-Event Review: Wrap-Up and Learnings
After the event, your focus shifts to a thorough review and feedback session. This step is essential for retaining valuable insights and improving future event strategies.
- Team Debrief: Gather the AV team for a quick feedback session. Discuss successes and areas of improvement, as these insights are invaluable for continuous refinement of your event and AV processes.
- Data and Metrics Analysis: For hybrid or virtual events, evaluate metrics like viewer engagement, feedback, and technical performance to gain a holistic understanding of the production impact. This data helps refine planning and execution for future events.
Tip: Store insights and learnings in a report or documentation that supports knowledge retention, making it easier to replicate successful elements in future events.
Conclusion
Behind every successful event is a finely tuned AV production process, from site visits to post-event evaluations. Each stage, when executed with attention to detail, supports a smooth, memorable experience for attendees. By taking the time to understand AV needs and integrating these steps into your event planning, you ensure that all the behind-the-scenes work culminates in a polished final event.
Takeaways for Success
Mastering AV production goes beyond plugging in equipment. It’s about creating an experience that resonates, with every detail meticulously planned and executed. With these steps in place, you’re prepared to deliver an unforgettable event that leaves a lasting impact.
The Bottom Line
Creating a killer event takes more than just great content. It’s about the whole experience, and AV plays a crucial role. By following these steps, you can ensure your next event is not just heard, but truly unforgettable. Ready to take your events to the next level? Connect with Amplified Production Group for a free consultation!
