AV Checklist for Conferences & Events

Top 5 Things to Check Before Event Day

1️⃣ Microphones & Audio Coverage

• Confirm the number and type of microphones you’ll need (wireless handhelds, lavalier mics, podium mics).
• Test every microphone for clarity and volume.
• Ensure speakers are positioned to cover all areas of the room without feedback.
   

2️⃣ Projectors, Screens & Video Displays

• Verify correct screen size and placement so all guests can see clearly.
• Test all presentation equipment with the actual content (slides, videos, graphics).
• Have spare cables, adapters, and a backup presentation copy on hand.
   

3️⃣ Lighting

• Ensure the stage or speaking area is well lit without blinding the presenter.
• Adjust lighting so projected images remain bright and visible.
• Consider extra lighting for panel discussions, product displays, or audience Q&A.
   

4️⃣ Power & Cables

• Confirm enough outlets and circuits for all AV gear.
• Tape down or safely cover cables to avoid trip hazards.
• Use UPC battery backup for mission critical equipment.
   

5️⃣ Sound Check & Rehearsal

• Schedule a full run-through with all presenters.
• Test microphones, videos, and music cues in order of the program.
• Have a tech operator on site during the event for quick problem-solving.
   

Pro Tip: AV issues can derail even the best event. A quick pre-event check can make all the difference in keeping things smooth, professional, and stress-free.

Need help making sure your setup is flawless? We specialize in making events look and sound their best — so you can focus on your audience, not the equipment.