How Event Planners Can Simplify AV Coordination

Create one source of truth

Keep the current agenda, room plan, contact list, production scope, and media requirements in a shared location with clear version dates.

Define responsibilities

Document who provides each system, who supplies final media, who approves placement, who calls cues, and who can authorize changes.

Connect the venue early

Confirm access, loading, power, house systems, vendor rules, operating limits, and strike requirements before equipment and labor are finalized.

Set media deadlines

Establish deadlines for presentations, videos, walk-in music, logos, and remote-call details. Keep final files available offline as well as in the cloud.

Protect technical time

Schedule setup, system checks, presenter rehearsal, room reset, guest arrival, and breakdown as visible parts of the master timeline.

Coordination checklist

• Current agenda and room plan
• Named decision-makers
• Venue requirements
• Production scope and responsibilities
• Media and presentation deadlines
• Rehearsal, doors, and strike times