Corporate Event Audiovisual Checklist | Part 2 of 4: AV Logistics

Congratulations, you have arrived at Part 2: AV Logistics

Did you miss Part 1?: Planning Basics

In order to have a successful event, we recommend reviewing our 4-part audiovisual checklist before choosing your corporate event AV partner. Our expert producers and technician team created our Corporate Event Audiovisual Checklist to ensure you ask the right questions and have the right AV logistics and requirements covered by your AV partner. Part 2: AV Logistics of the Corporate Event Audiovisual Checklist will help keep you organized with the details the audiovisual team needs to assemble your event.

Do you have an AGENDA or SCHEDULE OF EVENTS available?

Having a draft agenda or schedule of events is crucial for your AV and production team to align the equipment and technical support for your event. When outlining your agenda, ensure that crucial details such as session start and end times, covered topics, presenter names, and necessary AV logistics are included. Also, provide information about breaks or networking activities to ensure a smooth event flow. Initially, you don't need a comprehensive agenda, but outlining major activities will significantly strengthen the start of your overall planning process. This strategic approach ensures a well-organized and effective event.

What types of Corporate SESSIONS are planned?

Does your event include panel discussions, keynote presentations, interactive workshops, or exhibit areas? The type of sessions that make up your event affect the AV equipment you may need to run the activities, so be sure to share this with your AV production team. An experienced AV production team will ensure your attendees have an optimal listening and viewing experience.

What kind of CONTENT are you sharing on screen?

When choosing content for your presentation, prioritize what will be engaging and impactful for your audience. A proficient AV production partner can help you explore various options to effectively convey your messages, be it through Powerpoint slides, videos, or even a live stream. Their guidance ensures optimal presentation and audience engagement.

Is your VENUE confirmed?

One of the most important decisions when planning an event is selecting the right venue. It's essential to ensure that the venue suits your needs and budget and that you understand potential cost implications. If you don’t already have a venue confirmed, don’t worry. This is one of the many things an experienced AV production company can help you with. They can provide you with insights and recommendations, as well as help you review space and layout options before you sign your contract.

Do your event rooms have BUILT IN setup/equipment for your AV Logistics?

When planning an event, it's important to consider whether your chosen venue has the necessary equipment and AV setup to meet your needs. Built-in setups and equipment can be a huge advantage when planning an event, saving time, effort, and money. For example, if you're hosting a conference or seminar, having built-in projectors and screens in each room can eliminate the need for renting additional equipment or setting up temporary systems.

You’ve completed Part 1 and Part 2 of the Corporate Event Audiovisual Checklist. The next checklist is Part 3: Boots on the Ground.

CEI is an experienced, proactive AV production team that can help you plan AV logistics and execute an exceptional event your attendees will remember. If you have any other questions or needs, please reach out to the CEI team. We are happy to help.

Contact CEI today at https://corporateeventsinc.net/contact/.

Start planning your event today.

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