Event planning guides
Event AV checklist: test the presentation guests will actually see and hear
Prepare event audiovisual equipment with a source-to-output check, named operating support, actual presentation files, and an agreed fallback.
Key decisions
- Test the actual device, material, connection, and output together.
- Name the person authorized to operate or adjust equipment.
- Prepare a fallback that still supports the main activity.
An event AV check should follow the whole path from the presenter's material to what guests see and hear. A display, microphone, or internet connection listed by the venue is a starting point. Confirm who operates it and test the actual arrangement needed for your gathering.
Download the equipment check worksheet to record the requirement, supplied item, operator, test, result, issue owner, and fallback. Follow the venue's and equipment provider's operating instructions.
Define what the program needs
Ask each presenter whether they need slides, sound playback, live demonstration, remote participation, or another supported arrangement. Confirm the device and material they intend to use.
A short discussion with no shared visual may need little equipment. Do not add a complicated setup without a purpose, and do not advertise capabilities the room has not confirmed.
Check responsibilities before touching the setup
Identify the authorized operator and the support contact. Explain what the presenter may connect or control and what requires staff assistance. Do not ask a volunteer to adjust unfamiliar equipment without the appropriate instructions.
| Requirement | Practical test |
|---|---|
| Shared visual | Open the actual material and inspect it from guest positions |
| Speech | Check that the intended speakers can be heard using the approved setup |
| Recorded sound | Test the real file or source through the agreed output |
| Remote contribution | Test a guest joining and contributing through the actual process |
| Shared document | Check participant permissions, not only the owner's access |
Use the same versions and devices expected on the day where practical.
Test from the audience's perspective
Walk to the places guests will sit or stand. Check whether the content is understandable there. A title slide visible from the front does not establish that a detailed diagram is readable at the back.
For sound, test the actual speaking position and normal presentation style through the approved arrangement. Resolve problems with the responsible operator rather than assuming a presenter can compensate.
Work through a video example
Imagine a speaker's slides display correctly, but a short video has no sound. A check that opens only the title slide would miss the problem. The test needs to include the video and its intended audio path.
If the video cannot be used, ask what the speaker needs it to communicate. An agreed still image, written summary, or different activity may preserve the point. Do not promise a replacement until the speaker and organizer agree it works.
Include the remote experience where offered
Have a representative remote participant test joining, hearing the room, viewing the material, and asking a question. A host already signed into every document may not notice a guest permission problem.
Use the hybrid workshop guide for contribution handoffs. Give guests a support route reachable outside the call.
Record the result and avoid untested changes
Note what was tested, who checked it, and any unresolved issue. If a presenter replaces the file or changes devices afterward, identify what needs retesting. Keep a current version so the operator does not open an older deck.
The speaker brief helps collect requirements early. Plan the session with equipment expectations the room and team can support.
Put it into practice
Track the decisions you’ve made and the questions still to ask.
Saving is off. Your checks last for this page visit.
A little more clarity
Common questions
Is an equipment list enough to know a presentation will work?
No. Confirm compatibility and test the actual device, files, connections, display, and sound arrangement. An item being present does not establish that the whole setup works for the planned presentation.
What should an AV fallback look like?
Choose an alternative the team can actually deliver, such as an accessible copy of the material or an activity that can proceed without the display. Confirm any substitute equipment or remote option rather than assuming it is available.
