10 Questions to Ask your AV Supplier when Setting Up your Event

1. Do you have a copy of the agenda?

Having the agenda is like having a blueprint for the AV setup. It outlines the sequence of events, speaker requirements, rehearsal times, and is crucial for planning the technical details. We make sure to have it so that we can anticipate the flow of your event and prepare accordingly.

2. What is the estimated setup and breakdown time?

Timing is everything. We estimate setup and breakdown times to ensure we’re ready for showtime and clear out efficiently after the event. This ensures you know exactly when technical rehearsals and run throughs can be scheduled and when venue staff can come in to prepare for the next event.

3. Do we have enough mics to ensure smooth running of the event?

Mic check – it’s not just about having them; it’s about having enough of them. This goes hand-in-hand with the agenda, and it’s best for the production team and the AV team to go through it together to ensure everyone knows how the mics will be used for speakers, panels and audience Q&A.

4. How might changes in the agenda affect the AV setup?

Flexibility is part of the plan. Changes in the agenda can affect the AV requirements, such as adding a remote speaker or changing from a panel to a presentation. We stay prepared for such shifts to accommodate them without disrupting the event’s flow and the sooner we know about any changes the better.

5. How do we get presentations to you?

In the digital age, transferring presentations efficiently and securely is key. Knowing the best method to get the presentations to the AV team, whether it’s via a secure upload link, a USB drive or another method, ensures that all content is received in time and in the correct format.

6. When do you want us to bring speakers to you?

Coordination is crucial for a smooth event. Knowing the best times for soundchecks and technical run-through with the speakers ensures that everyone is comfortable with the setup and that their audio needs are met.

7. How will remote speakers be managed?

The virtual aspect cannot be an afterthought. Managing remote speakers involves coordinating audio and video feeds, ensuring reliable internet connections, and integrating them seamlessly into the event. Knowing what platform will be used (Zoom, Teams, Skype etc.) and who will be hosting them with which account means everything is ready and the remote speakers can enjoy a trouble-free experience.

8. Have you checked the UHF channels are free of interference?

Clarity without interference. Checking UHF channels is about ensuring that the wireless equipment is set to frequencies that are free from interference, providing crisp and clear audio throughout the event. Your AV supplier will either be using free UHF channels or will have licensed ones ready for the event. If there are other events in the same building, the AV team needs to compare frequencies will them to ensure there are no awkward clashes.

9. What AV system checks will you run before the conference starts?

A smooth event is all in the prep work. It’s vital to run a comprehensive system check on all AV equipment before the conference starts – testing microphones, speakers, displays, and connections to avoid any technical glitches. This is usually carried out before registration begins, to avoid last minute panics and an audience!

10. When can we run technical rehearsals for each room?

Practice makes perfect. This means scheduling in technical rehearsals for each room to test the equipment in the actual environment it will be used. This is when we fine-tune the sound, lighting, and visuals to ensure everything runs smoothly on the day of the event, and gives the event producer a chance to run through their opening speech.

If you’re looking for trouble-free AV tailored to your event, please do get in touch and we’ll come have a coffee and chat it through