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Comprehensive Audiovisual Checklists for Planning Events

Below are comprehensive audiovisual checklists carefully curated with event planners in mind. We will address a variety of events, how to plan for them, and include simple and adaptable AV checklists you can use for any event.

The Definition and Importance of AV Equipment

As noted in its name, audiovisual equipment contains both audio and visual electronic media devices. Simply, the objects and tools needed at your event for guests to hear and see your content. These crucial elements can make or break concerts, presentations, or conferences. Almost any type of event will require at least basic audiovisual equipment. However, the specific items will vary by venue, making it critical to understand the specific equipment your event will require.


In essence, obtaining and using the right audiovisual equipment can determine the effectiveness of an event. Understandably, sourcing, staging, and managing AV equipment may seem like an intimidating project to event planners, but it doesn’t have to be hard. For instance, communication with the venue regarding your audiovisual needs from the start is imperative. They can offer you the guidance and support you need to successfully carry out your event.


Additionally, it is beneficial to ask the venuefinder venue for an audiovisual equipment list. This can help you see what is available and what items may need to be added to achieve your desired outcome. Having a list to reference gives event planners a clear starting point and something to easily add to or subtract from.

AV Equipment List and Considerations

Here are a few of the basic AV equipment items and questions to consider:


  • In-house PA system – Is there one? Will it be adequate or are supplemental speakers needed?
  • Power supply – Is it sufficient or is a generator needed?
  • Microphones – Wired, wireless, lapel? Mic stands?
  • Podium – With or without a mic?
  • Mixer board – How many inputs will you need?
  • Projectors – Size? Brightness? Ceiling-mounted?
  • Projection Screens – How many? What size? What type?
  • TV Screens – How many? What size?
  • On-site Technicians – Sound, video, lighting?
  • Wi-Fi – Is it available at the venue?
  • Is it free or is there a fee associated with it?
  • Are there certain spaces within the venue that Wi-Fi access is difficult to obtain?
  • Will any presentations need to be live-streamed?
  • Can the Wi-Fi network reasonably accommodate this amount of traffic?


Carefully thinking through each step of an event can help you recognize any audiovisual equipment needs, any issues attendees or speakers may encounter, as well as the feasibility of sharing and connecting devices.