What information does an AV partner need in advance?
The better your AV partner knows your event beforehand, the smoother the day runs. This is the information that makes the difference between a tailored quote and a guess.
The more complete the picture your AV partner receives beforehand, the better the advice and the smaller the chance of surprises on the day itself. It comes down to five things: what happens (the programme), where it happens (the venue), for how many people, when everything needs to happen (the planning) and exactly how the day unfolds (the run sheet). On top of that, information about the technology already present at the venue helps. Below you can read, for each element, what is relevant and why.
The programme
The programme determines which technology is needed. A plenary presentation calls for something different from a panel discussion, an award ceremony or a reception with background music. So share not just the title of your event, but its structure: which elements are there, how many speakers, is there music, a video, an award presentation or an interactive moment?
Pay particular attention to the special moments. A video message from someone at a distance, a live stream, a surprise act or a moment where the lights need to dim are all things that need to be prepared technically. The sooner they are known, the better they fit into the setup.
The venue
The venue sets the boundaries. If the venue is already known, share the name and contact details, because your AV partner can often coordinate directly about power, loading routes and access. Useful to provide:
- The floor plan with dimensions and the desired layout
- Information about power supplies and where they are located
- The loading route: can you load nearby, are there stairs or a lift?
- What is permanently available in terms of screens, sound or lighting
- Whether the room can be darkened for projection
If the venue has not yet been chosen, your AV partner can help think about what works well technically. When in doubt, an on-site survey gives the most certainty, especially with unusual or older buildings.
Guest numbers
The number of guests affects almost every technical choice. It determines how large the image needs to be to remain readable at the back, how much sound power is required and whether everyone has a clear view of the stage. Just as important is the layout: the same room with fifty people at dinner works very differently from two hundred in theatre style. So give not only the number, but also the room arrangement you have in mind.
Planning and timings
Technology needs time to set up, test and pack down. So share the key timings: when can you get into the room, when do the guests arrive, when does the programme start and finish and when does everything need to be cleared out again. Also consider what happens in the same space just before or after your event, because that sometimes limits the setup or teardown time.
If there are restrictions, for example that loading is only allowed at certain times or that the venue closes at a fixed time, name them explicitly. That prevents a tight schedule from coming under pressure.
The run sheet
The run sheet is the minute-by-minute version of the programme and the most valuable document you can share. It sets out who is on stage and when, which slides or videos play, when the lighting changes and which transitions there are. For the technical side, this is the basis for guiding the day flawlessly.
A run sheet does not have to be perfect in its first version. Share what you have and refine it together. It is precisely by reading along early that your AV partner can spot where the technology and the programme do not yet line up.
What is already present
Finally, let us know what is already available at the venue or from within your organisation. Sometimes there is a permanent sound system, a screen or a connection that is perfectly usable, and sometimes not. By checking this in advance, you avoid duplicate work and unpleasant surprises on site.
Short checklist
- Programme with structure and special moments
- Venue with floor plan, power, loading route and blackout options
- Guest numbers and the desired layout
- Planning: setup, start, finish, teardown and restrictions
- Run sheet, even if it is still a draft
- Overview of what technology is already present
Share this information early and you get tailored advice instead of a rough estimate. Not sure what is relevant for your event? Send us what you have at HuurAV and we will help you fill in the open points.
Frequently asked questions
Do I need to know everything before I get in touch?
No. A good AV partner actually helps you fill in the open points. Share what you have, even if it is still a draft, so the advice can grow along with your plan from the start.
Why do guest numbers matter so much?
The number of guests influences the size of the image, the amount of sound needed and the sightlines. Fifty people at tables calls for something very different from two hundred in theatre style, even in the same room.
What if the programme is not fixed yet?
Share the broad outline and the elements that are certain to go ahead. The sooner you name special moments, such as a video message or a live connection, the better they can be prepared technically.
Does the AV partner already have the venue details?
Sometimes, if the venue is known. If not, the floor plan, the venue's contact details and information about power and loading routes are important. An on-site survey gives the most certainty.