AV checklist for event venues: what to check in advance

Direct answer

Before you book an event venue, check seven things that are decisive for your AV production: the power supply, the loading route, the lift, the acoustics, the ability to black out the room, the internet and the ceiling height. These points are hard or impossible to change later. A room that looks perfect in a photo can fall short on every one of these fronts. Run through the checklist below before you sign, not on the day itself.

Use this guide as a tick list during a site visit or as a questionnaire to send to the venue.

Why you check this in advance

The technology adapts to the room, not the other way around. If you only discover on the build day that the power is insufficient or that there is no lift, you face a problem that can no longer be solved within your time and budget. A good venue check in advance removes those surprises. The in-depth article on checking a venue technically goes deeper into the approach.

The checklist

1. Power

Power is the foundation everything runs on, and at the same time one of the most underestimated points.

• How many separate circuits does the room have and where are the power points
• Is there enough capacity for video, lighting and sound together
• Are there heavy consumers that need their own supply
• Where will the equipment stand in relation to the power points

2. Loading route

All the equipment has to come into the room and go out again afterwards.

• Is there a loading and unloading spot close to the entrance
• How far is it from the vehicle to the room
• Are there thresholds, stairs or narrow doors along the way
• Are there time slots when loading and unloading is or is not allowed

3. Lift

If the room is not on the ground floor, the lift is decisive.

• Is there a lift large enough for the equipment
• What is the maximum size and weight
• Is the lift available during build and teardown
• If not, how much extra time do the stairs cost

4. Acoustics

The acoustics determine how intelligible your speakers are.

• Is the space reverberant, with lots of hard surfaces such as glass and concrete
• Are there disruptive noises from outside or from adjacent rooms
• How high and how empty is the space, because that amplifies reverberation

A reverberant room calls for a well-considered sound setup. How to safeguard intelligibility is explained in the solution on sound and intelligibility.

5. Blackout

For projection and for atmosphere, you need to be able to control the light.

• Are there windows and how large are they
• Is blackout available, such as curtains or shutters
• What is the light like at the time of your programme, not only on arrival
• Can you dim the room lighting by zone

Check this at the right time of day, because midday light is different from morning light.

6. Internet

For a stream or hybrid event, the connection is crucial.

• Is a fixed, wired connection available
• Can you use it separately, apart from the wifi for guests
• What is the upload speed
• Where does the connection point come out in relation to the equipment

7. Ceiling height

The height determines what you can do with video and lighting.

• How high is the ceiling at the location of the stage
• Can you hang lighting and screens, or only work on stands
• Is there room for video that is also visible at the back
• Are there obstacles such as beams, chandeliers or air ducts

Overview per element

Element	Key question	Risk if it falls short
Power	Enough circuits and capacity	Outage in the middle of the programme
Loading route	Close by and accessible	Extra time and manpower
Lift	Large enough and available	Everything up the stairs
Acoustics	Reverberation and disruptive noise	Unintelligible speakers
Blackout	Windows and dimmable light	Pale or unreadable image
Internet	Fixed and separately usable	Stuttering livestream
Ceiling height	Room for video and lighting	Limited image height

Common mistakes

• Booking a venue based on photos without a site visit
• Not checking the loading route and lift for a room above the ground floor
• Relying only on the venue’s wifi for a stream
• Judging the light on arrival instead of at the peak moment
• Underestimating the acoustics in a reverberant, empty space
• Not asking about power capacity and ending up on a single circuit

What HuurAV takes care of

HuurAV checks the venue together with you or on your behalf and translates the findings into a setup that fits. We provide advice, delivery, build, installation, on-site support during your programme and collection afterwards. We match the technology to the power, acoustics, light and height the room actually offers, and flag in advance what needs attention. You do not need any technical knowledge yourself: which information a good AV partner wants from you is explained in the article on information for your AV partner. For the entire process around your gathering, see the corporate events service, and for a tight programme with speakers the presentations and conferences service.

Anyone who wants to rent equipment themselves and do the venue check on their own can go straight to SpeakerVerhuur.nl.

Next step

Have a venue in mind but want to be sure your AV production fits? Have your setup checked, and we will walk through the room and this checklist together. HuurAV works in Amsterdam and the surrounding area and makes sure the technology matches the space, from first site visit to teardown.