4 Critical AV Checklist Items for Planners Afraid of Technology

AV production can quickly become overwhelming when you’re not familiar with the technology or the industry-specific verbiage. We totally understand the hesitation, and it’s our job to ease your nerves and guide you through the technical terms of AV production. Our team has a vast knowledge of the industry, and the last thing we want to do is overwhelm you. To keep the complex simple, here is a breakdown of the common technology behind AV production:



Will there be more than one microphone in use during the event? The soundboard/ audio mixer will be your go-to gear for the duration. Our technicians use the audio mixer to balance the varying sounds, control feedback and adjust microphone volume levels. On the technical side, these consoles manipulate and combine audio signals before routing them to your speakers. This is all just industry jargon to explain that the consoles take the sound from the microphone and route it to the speakers. To prepare your AV technicians, let them know how many presenters will be involved at the event.


We all know what a projector is, but how do you choose the right one for your event? That’s where we come in.

*AV Jargon: Projector brightness is measured in lumens. The higher the lumen count, the brighter the projector.

  • First, we suggest that you determine the screen size that is appropriate for the venue and the number of attendees.
  • Second, you should consider the amount of ambient light that will be in the room. Are there a lot of windows? Are there blinds or drapes to block the light? Are the lights in the venue controllable?
  • Third, review the content that will be displayed on the screens.
  • Dark videos in a light-filled room require a high lumen projector
  • A dark room and a PowerPoint presentation with a white background require a lower lumen projector

To avoid any disruptions from the main presentation with people walking in front of the projector, rear projector or placing the projector in the back of the room with a long throw lens is recommended.


Before you select a microphone, you should consider these factors:

  • The purpose of the microphone(s)
  • The placement of the microphone(s) – Will it stay in one place or will it move around the stage?

These factors determine whether or not you’ll need a wired or wireless microphone. Maybe the speakers will need to deliver a hands-free speech. In this case, we suggest a lavalier microphone. It clips onto a shirt, tie or jacket and you’ll be free to roam the stage and use demonstrations with ease.


Are speakers delivering presentations from their own computers? Do they need to be plugged into any projectors? In this instance, we have a handful of adapters on deck. The main reason being that many computers do not have HDMI outputs in order to connect to projectors or screens. This is crucial to a speaker’s presentation so it’s always better to be prepared.

It’s no secret that AV production is detailed and difficult. The list above contains items and set-up recommendations that can make or break your event. We have Project Managers who work countless hours with our production team to perfect your event’s technology AV set up and simplify the process for the attendees. Reach out to schedule an appointment so we can further discuss the details of your event. We can’t wait to bring your event to life.

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