AV and Tech Pre-Event Setup Checklist

It covers the equipment and settings that need to be verified before an event starts: microphones, speakers, displays, projectors, playback devices, adapters, network access, power, and backup gear. It is meant to be checked against the event order so the setup matches the run of show, not just the room layout. Use it for live events, meetings, trainings, and hybrid sessions where a tech miss would block the start.

Run it during the pre-open window, after the room is physically set but before attendees arrive. For larger events, use it once during initial setup and again after any change to the agenda, room layout, or presenter equipment. If the event has a rehearsal, this checklist should be completed before soundcheck or speaker walk-through.

The DRI is usually the AV lead, event producer, venue tech, or operations coordinator, depending on who controls the room. The person running it should be able to test equipment, confirm the event order, and escalate blocking issues immediately. If multiple vendors are involved, assign one owner so items do not get duplicated or missed.

Yes, but it should be customized to include the specific streaming, conferencing, and capture tools used for the event. Add checks for camera framing, audio routing, screen sharing, recording, and backup internet if those are part of the setup. For fully in-room events, you can remove the streaming-specific items and keep the core AV verification steps.

The most common misses are wrong input selection, muted microphones, dead batteries, missing adapters, incorrect display resolution, and untested playback files. Another frequent issue is assuming the room worked yesterday, so no one verifies it against today’s event order. This checklist forces an actual verification step instead of a visual guess.

Any issue that prevents the event from starting or being heard/seen clearly should be marked blocking and escalated immediately. Non-blocking issues, such as cosmetic cable routing or a spare remote not being labeled, can be logged for later. If the checklist is tied to Kanban WIP limits, keep the team focused on the few fixes that matter before doors open.

Yes, and it should be. A ballroom keynote, classroom training, board meeting, and product demo each need different checklist items, recurrence patterns, and backup plans. Keep the template reusable by swapping in the exact devices, presenters, and room-specific steps for each event order.

An ad-hoc walkthrough relies on memory and usually skips one or two critical checks under time pressure. This template turns the setup into a repeatable task with clear checklist items, a DRI, and a final verification step. That makes it easier to hand off, audit, and improve after each event.