AUDIO VISUAL CHECKLIST FOR EVENTS
                     AUDIO VISUAL CHECKLIST 
FOR EVENTS
HTTPS://WWW.PUREAV.CA/
AUDIO VISUAL INFORMATION FOR VARIOUS 
EVENT TYPES
Planning an event such as a conference or a tradeshow is an exciting endeavor. 
But the work involved in making it a success is by no means small. One area that 
demands special attention is the Audio Visual (AV) component. AV is a specialized 
field, and to get it right takes knowledge, experience, and a lot of equipment. 
Knowing where to start with planning AV for your event may seem daunting, but 
this Audio Visual checklist will provide guidance to help you achieve the best 
results. Following these steps will ensure that the AV at your event runs smoothly 
and contributes to its overall success. 
DETERMINE THE BASIC AV REQUIREMENTS
The first things to consider are the overall AV requirements for the event. What is the 
physical size and location of the event? In what environment will it be held? How many 
people will be attending? What is required in terms of sound, video, lighting, 
microphones? Getting a general feel for the AV requirements will help you form a more 
detailed plan. Planning your AV requirements is like laying the foundations for a house. 
The more thought and planning you put in now, the better the results will be later.
OBTAIN AUDIO ESSENTIALS
Once you have established the size and type of AV required for the event, select an 
appropriate soundboard or mixer. Different options are available depending on the 
number of microphones and computers you will be using. Speakers are also a vital 
component of a good AV system. Again, the needs of the occasion will determine the best 
option for you. For example, if music is a main part of the event, you will need a more 
advanced system than for speech alone. To ensure your audience will be able to hear the 
output clearly in all areas, consider the number of speakers and where best to position 
them. Different configurations are available when it comes to microphones. Choose 
between hardwired, handheld, lapel and wireless microphones. Remember, the more 
microphones you introduce, the more complex the system becomes. So don’t go overboard, 
keep it as simple as possible. Don’t overlook AV cables. Consider the types of connections 
you will need for the equipment being used, and ensure you have enough connections. 
Careful planning is also needed to run the cables safely.
CHOOSE THE RIGHT PROJECTION SCREEN OR 
VIDEO WALL
Another important part of any Audio Visual checklist is choosing screens. For 
smaller events, you may only need one or two large monitors. These types of flat 
screens are adequate for an intimate setting. Larger spaces are better suited to 
screens and projectors. Ensure even the furthest members of the audience can 
clearly see the screens. Give screen positioning careful thought. Where will it 
attract the most attention? Should it be wall mounted or floor standing? Are touch 
screens required? If so, then where? Consider the aspect ratio of the screens, as 
presentations will need to be designed in the same format. Size and brightness of 
the designated space is also a factor in selecting the right projector. A bright space 
with lots of natural light will require a projector with more lumens.
DECIDE ON LIGHTING
The right lighting can add great impact to displays or backgrounds. It can 
compliment company colors and create ambiance. Basic stage wash lighting helps 
presenters stand out. Additional stage lighting can add drama and energy. 
Determine what you want to stand out most to the audience, and use lighting to 
achieve this. With more complex lighting systems, you need to be able to control 
and adjust the lights. For this, you will need a light board or control console. This is 
the brains of the system; it takes input from the operator and sends it to the 
dimmers. Control consoles vary greatly in size and capability. Manual control or 
automatic playback are both available.
EQUIP YOUR PRESENTER
Providing suitable technology will enable your presenter to perform at their best. 
A confidence monitor will help them relax and come across as natural. A 
confidence monitor is an additional screen facing the presenter which mirrors the 
content that the audience sees. A remote clicker is also an essential piece of kit 
that allows the presenter to control their content during the event. To get the best 
from your presenter, communication is vital. They may not be familiar with the 
microphones they have been given. A quick trial will help both of you gauge the 
right distance to position the microphone and the correct volume to generate.
CONSIDER HIRING AN EXPERT
This Audio Visual checklist covers the essentials for most events. For more 
complex shows and AV systems, it is wise to consider hiring an AV technician, or 
an event producer. They will be able to take your event AV to the next level. 
Perhaps you are considering introducing webcasting, video recording or 
conference calling with presenters. An event producer will be able to bring these 
ideas to fruition and help you put together an event that really stands out. Your 
Audio Visual provider will also be able to help you select the righ0t equipment for 
your event. Talk to them about your AV requirements and any problems you are 
struggling with. They know the products inside out, so who better to ask?
MAKING YOUR EVENT A SUCCESS
A successful event will be remembered by all involved, for the right reasons. Most 
people can recall a show they attended that had a disastrous sound system, a 
stumbling presenter, or a failed video display. By following this Audio Visual 
checklist, you can make your event stand out above the rest. Perfect sound, video, 
and lighting will allow the content of the event to impact your audience, and leave 
them with something truly memorable.
BOOKING PURE AV SERVICES
We have also included some details about Pure AV’s audio visual services directly 
above. If you need more information about this or any services, take a moment to 
fill out the form below and one of our staff members will be sure to respond within 
24 hours. Afterwards, we encourage you to check out Pure AV’s social handles and 
view our past projects – Facebook, Instagram, LinkedIn and YouTube. We promise 
you will be intrigued!
 
If you would like additional information, please do not hesitate to contact our 
sales staff by emailing [email protected] or calling 1-800-929-7089. You can expect 
a response in 24 hours or less. But while you are waiting, slide over to Pure AV 
social handles to see some of our previous work – Facebook, Instagram, LinkedIn
 and Youtube.
We look for forward to helping you with any virtual or hybrid event needs in the 
near future!
CONTACT US
Email - [email protected]
Mobile - +1-800-929-7089 
https://www.pureav.ca/