A conference lives or dies on its technical delivery. Use this checklist when you brief your AV supplier, and you'll avoid the most common problems we see on the day.
Stage and set
- Stage size and height that suits the room and the sightlines
- Steps and handrails, plus a ramp if needed for accessibility
- Lectern, branded backdrop or set pieces
- Seating for panel sessions, with side tables and water
Screens and playback
- LED wall or projection sized for the back row
- Confidence monitors so presenters can see their slides
- Dedicated playback machines with backups, plus a clicker for each presenter
- Agreed slide format and deadline for final presentations
Audio
- Lectern mic plus wireless handheld and lapel or headset mics
- Roving mics for audience Q&A
- Walk-in and walk-up music, and video audio playback
- An engineer mixing live throughout
Lighting
- Even, flattering presenter light (essential for cameras)
- Room and stage washes in your brand colours
- Different looks for keynotes, panels, breaks and evening sessions
Streaming and recording
- Do remote delegates need a live stream?
- Camera positions and lower-third graphics
- Tested, backed-up internet connection
- Recordings for on-demand viewing afterwards
Planning
- A site visit to check power, access, rigging and load-in times
- A running order shared with your AV team
- A technical rehearsal with key presenters
- A named technical producer as your single point of contact
We provide all of the above as part of our conference AV production service across Nottingham, Derby, Leicester and Birmingham. Talk to us about your conference.
