Pre-Event AV Planning
A successful corporate event in Philadelphia starts with solid AV planning weeks before the event date. Whether you are running a board meeting at a Center City hotel, a product launch in University City, or an all-hands conference in the suburbs, this checklist will help you cover every technical detail.
4 to 6 Weeks Before Your Event
Define your AV requirements: Will there be presentations? Panel discussions? Live streaming for remote attendees? A live band or DJ at an evening reception? Each element requires different equipment.
Get a venue walkthrough: Visit the event space with your AV provider. Check ceiling height for screens and projectors, locate power outlets and circuit breakers, identify load-in paths for heavy equipment, and note any acoustic challenges like hard floors or glass walls.
Confirm your agenda: Your AV provider needs to know the event flow. What time does setup start? When do doors open? How many speakers or presenters? Are there breakout sessions in separate rooms?
Book your AV provider: Philadelphia has a busy event calendar. Lock in your AV rental and technical crew early, especially for fall and spring event seasons.
2 Weeks Before Your Event
Finalize the equipment list:
- Projector and screen (or LED wall) for main presentations
- Confidence monitor for the speaker to see their slides
- Wireless lapel microphone for each presenter
- Handheld wireless microphone for Q and A sessions
- Sound system sized to the room (powered speakers for under 200 people, line array for larger)
- Video switcher if using multiple cameras or presentation sources
- Live streaming encoder if broadcasting to remote viewers
- Recording equipment if archiving the event
Test all presentation files: Collect slides from every presenter. Test them on the actual resolution you will use. Check for font compatibility, video playback, and audio embedded in slides.
Confirm power requirements: Make sure the venue can supply enough power. A full corporate AV setup with projector, sound, lighting, and live streaming can draw 30 to 50 amps.
Day of Event Checklist
Setup (allow 2 to 4 hours before doors):
- Sound system placement and tuning
- Projector or LED wall alignment and focus
- Microphone check with each presenter
- Confidence monitor positioning
- Live stream test with remote viewers
- Recording check
- Backup equipment ready (spare microphone, spare laptop, backup cables)
During the event:
- Dedicated sound engineer monitoring audio levels
- Video technician managing slides and camera switching
- Live stream operator monitoring quality and chat
- Quick-response plan for technical issues
Common Mistakes to Avoid
Skipping the sound check: Every presenter should test their microphone before the audience arrives. Feedback, dead spots, and volume issues are easy to fix during setup but embarrassing during a live presentation.
Relying on venue WiFi for live streaming: Hotel WiFi is shared and unreliable. Use a dedicated hardwired internet connection or a bonded cellular uplink for critical live streams.
Forgetting about lighting: Presenters need front lighting so cameras can capture them clearly. A dark stage with a bright screen behind the speaker creates a silhouette effect that looks terrible on camera and live stream.
No backup plan: Laptops crash. Adapters fail. Always have a backup laptop loaded with the presentation, spare HDMI cables, and a backup wireless microphone.
Get Professional Support
Harris Production Services provides complete corporate AV rental and on-site technical support throughout Philadelphia, the Main Line, and South Jersey. Contact us for a free quote on your next corporate event.