> For the complete documentation index, see [llms.txt](https://www.information-architecture.world/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://www.information-architecture.world/wiad-organizer-guide/event-venue/audio-and-visual-capabilities.md).

# Understanding audio & visual capabilities

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.

{% hint style="info" %}
Use the [Audio and video setup](/wiad-organizer-guide/event-venue/audio-video-setup.md) guide for detailed recording and streaming workflows.
{% endhint %}