Understanding audio & visual capabilities
Confirm venue A/V capabilities, responsibilities, and costs before committing to the space.
Confirm your event's A/V needs before you finalize the venue. Identify what the venue provides, what you must supply, and who operates each system.
Ask the venue
Request an A/V walkthrough before signing the venue agreement. Confirm these details in writing:
Available displays, projectors, screens, and presentation inputs
Microphone types, speaker coverage, and mixer outputs
Internet connection type, dedicated bandwidth, and wired access
Power locations, cable routes, and equipment storage
Included technician support, operating hours, and emergency contacts
Equipment fees, staffing fees, and overtime rates
Define responsibilities
Agree on who supplies, configures, tests, operates, and removes each item. Include responsibilities for displays, microphones, presentation laptops, recording, and internet access.
Ask whether the venue requires preferred A/V vendors. Schedule a walkthrough with any external vendor. Confirm their load-in time, equipment needs, and access to venue systems.
Match equipment to your event
In-room presentations
Presentation laptop and compatible display adapter
Projector or display, screen, remote, and spare batteries
Microphones, speakers, and a mixer for larger rooms
HDMI or other required video cables
Recording or live streaming
Camera and compatible capture device
Dedicated recording or streaming computer
Direct audio feed from the venue mixer
Reliable wired internet and a local recording backup
Test before event day
Run a full rehearsal in the venue. Test every microphone, presentation, camera, display, and network connection. Check audio through headphones from a remote device.
Keep backup microphones, adapters, cables, and presentation files available. Plan captions and confirm recording permission with presenters.
Last updated
Was this helpful?