Stand where the last guest will sit. Note what they need to hear and see, then walk back to where the equipment will enter. Those two viewpoints give an AV provider much more to work with than a head count alone.
1. Record the room and schedule
- Venue, exact room and indoor or outdoor setting
- Guest count, seating layout and distance to the furthest seat
- Doors open, rehearsal, program start and finish
- Venue contact and equipment already on site
2. Follow the microphone
List the speakers, whether they’ll sit or move around and how audience questions will be heard. If a presenter plays a video, include its sound in the test.
3. Check screens and light
Note what’s on screen, the playback laptop and its connections. Check whether slides are legible from the side and back, whether daylight reaches the screen and whether the presenter needs separate lighting.
4. Walk the load-in route
- Delivery entrance, parking, stairs and elevators
- Setup and breakdown windows
- Power locations and restrictions set by the venue
- Onsite contact and any required insurance paperwork
5. Name the people running the program
Decide who advances slides, passes microphones and approves a late start. Ask whether your quote includes equipment only, setup assistance or someone on site during the program.
6. Confirm the quote
Review equipment, staffing, delivery, rental hours, breakdown and any extension charges. Confirm availability for your date and who will test the room before guests arrive.
Compare AV rental options or start an AV inquiry. For music and hosting as well, see corporate event entertainment.