AV Logistics

The down and dirty, no-frills checklist for dealing with AV for your event

By Scott Reagles

Contacts

Have a list of those people you will be dealing with on site and their phone numbers. Make sure those people know how to contact you or those working for you. Also, make it clear to everyone involved who is in charge and who has authority over what.

Schedule

Make sure your AV provider has a detailed schedule, including times for the following: start and end of each session; when doors are open for the audience; meetings, rehearsals and walk-throughs; and any other times that AV crew or equipment will be needed. Also helpful are schedules of other vendors or crews that might cause any conflicts.

Load In and Load Out

Conditions for loading in and out are
important, especially when it comes to dock space and traffic. Too many companies on the dock at one time can lead to chaos. Also, room availability, amount of time required for set-up and strike, and the availability of in-house personnel
such as electricians and technical people
is important.

Room Dimensions and Details

Make sure the room where your event is going to be held is big enough for the attendees and all the equipment. AV gear takes up space, not just on the floor, but also in the air. Make sure you account for ceiling obstructions such as chandeliers, ceiling coves, air ducts and so on. How and where the audience is seated will also make a difference in what kind of AV gear should be used.

Power

Check to see if arrangements have been made for needed power drops and electrical service, keeping in mind that they are rarely free.

Facility Requirements

Many facilities have special requirements, such as putting covering over carpets, use of hallways and elevators, or hiring security personnel. Ask a venue if they have any such requirements and get them in writing.

Union Requirements

Find out if your event is in a union-contracted facility. If so, take time to know the rules and budget accordingly.

Speaker and Talent Requirements

Ask talent and presenters for their needs and requirements well in advance. This may include Internet accessibility, specific types of microphones to use, someone to operate a PowerPoint presentation and so on. Oh, and pass that information along to your AV provider.

Changes, Add-ons

Changes and add-ons are inevitable. Keep a detailed record and, if possible, get sign-off when it comes to changes. Confusion later just costs money and causes headaches.

Contract and Payment

This may sound trivial, but make sure you have a contract, that you know what the payment terms are, and that you understand what is included and what is not. Ask questions and get answers before your event.

Scott Reagles, an educational speaker at Rejuvenate Marketplace, is a production manager and video director for IPG (Initial Production Group), based in Denver. He focuses on bridging the gap between clients and technology. You can reach him at scott@initialpro.com. IPG is a full-service production company that has been serving the faith-based market for more than 20 years.