Corporate Event AV Checklist: 15 Things to Confirm Before Show Day

Most AV problems on event day trace back to something that was assumed rather than confirmed. Here's the full list to check off first.

The checklist

1. Presentation files. Final versions collected in advance, not emailed five minutes before doors open.
2. File format compatibility. Confirmed with whoever's running playback, especially for video or custom animations.
3. Microphone count and type. Matched to your actual format, podium, panel, roaming Q&A, not a generic number.
4. Adapters and cables. Especially for presenters bringing their own laptops.
5. Backup equipment. A second mic, a backup playback source, confirmed as available, not assumed.
6. Internet and bandwidth. Especially for anything streamed or hybrid.
7. Power access. Confirmed at the stage, the AV table, and anywhere else equipment needs it.
8. Rehearsal or soundcheck time. Booked in advance, not squeezed in as the event starts.
9. Screen visibility. Checked from the back and sides of the room, not just the front row.
10. Technician coverage. Confirmed for the full event window, not just setup.
11. Playback source confirmed. Whether content is playing from a laptop, a dedicated media server, or something else.
12. Lighting cues. Mapped to the schedule if lighting needs to shift between segments.
13. Load-in and load-out windows. Confirmed with the venue well ahead of the event.
14. On-site point of contact. One person who can make AV decisions in real time if something changes.
15. Emergency contact for the AV team. In case anything needs troubleshooting mid-event.

What tends to get skipped

Screen visibility and rehearsal time are the two most commonly skipped items on this list, mostly because they feel less urgent than booking the equipment itself. Both are cheap to fix in advance and expensive to fix once the room is full.

FAQ

Who should own this checklist? Ideally one person with visibility into both the event schedule and the AV plan, whether that's an internal planner or the AV vendor itself.

How far ahead should this be finalized? Most items should be confirmed a week or two before the event, with a final walkthrough happening the day of or the day before.

Does a smaller event still need this full list? Yes, scaled down. A 30-person meeting has fewer moving parts, but the same categories, mics, screens, backups, still apply.

PYRE's corporate AV is fully modular with as many speakers or lights as the room needs, and any lighting setup includes a technician as standard, which covers a good portion of this list before the conversation even gets to the finer details.