Audiovisual Requirements Checklist for Corporate Events

Every planner has a story about the moment the screen went black during the CEO keynote. A disciplined AV checklist — specified in the RFP, locked in the contract, tested on site — is the only thing between you and that moment.

Projection and displays

• Screen size: minimum screen height = room length ÷ 8
• Projector brightness: 5,000 ANSI lumens for rooms up to 200; 10,000+ for larger
• Aspect ratio confirmed with presentation deck format (16:9 is standard)
• Confidence monitor for speakers
• Backup projector on site (not in storage)

Sound

• Line-array speakers for rooms above 150 capacity
• Lavalier mics per presenter + 2 handheld roaming
• Audio feed to recording/streaming mixer
• Dedicated audio tech at the console, not one tech for audio + video

Lighting

• Stage wash + key light on each presenter position
• Dimmable house lights controllable from FOH
• Accent or branded colour wash on stage if desired

Recording and streaming

• Dedicated camera op for multi-camera productions
• Lower-thirds graphics for each speaker
• Separate record of clean program feed + isolated mic tracks
• Streaming platform confirmed (Zoom, Teams, custom CDN)
• Upload bandwidth test 24h before event

Internet

• Dedicated, hard-wired connection for streaming (not shared Wi-Fi)
• Minimum 25 Mbps up for 1080p streaming, 50 Mbps for 4K or multi-camera
• Separate SSID for attendee Wi-Fi
• Bandwidth per concurrent user: 2-3 Mbps down for normal use

Power

• Power drop at stage, FOH, and any demo stations
• UPS on critical signal path (switcher, streaming encoder)
• Dedicated circuit for AV — not shared with kitchen or HVAC

Redundancy

• Backup laptop for presentation playback with identical deck
• Backup battery for wireless mics
• Backup cellular hotspot if streaming
• Tech rehearsal with every presenter, not just the keynote

On-Site AV Team Versus Hotel In-House AV

Hotel in-house AV teams offer convenience and guaranteed familiarity with the venue's infrastructure. They know where every power outlet is, how the room acoustics behave, and which cable runs already exist in the ceiling. For straightforward events, this local knowledge is genuinely valuable. The trade-off is that in-house teams are often more expensive per unit of output than an independent AV company, and their equipment inventory may not include the latest technology or specialised items your event requires.

An independent AV company brings its own equipment and crew, giving you more control over the technical specification and potentially lower costs for complex productions. The limitation is that they need access time to survey the venue, run cables, and test equipment in a space they do not know. For events where the production value is critical, such as a product launch or an awards ceremony, an independent AV company with a strong track record in the venue city is usually the stronger choice.

Pre-Event AV Testing: What to Check

Schedule a full AV test at least two hours before your first session begins, not 30 minutes before. The two-hour window gives you time to identify and fix problems without running into the event start time. During the test, check every microphone (lapel, handheld, and lectern) in the actual position it will be used. Sound behaves differently when a room is empty versus full of people, so set levels slightly higher than they appear to need in the empty room.

Test slides from the actual presenter laptop, not a stand-in machine. Resolution mismatches between a presenter's laptop and the projector or LED screen are a common source of last-minute scrambling. Confirm that all video clips embedded in presentations play correctly with audio. Test the confidence monitor from the presenter position to confirm the presenter can read their notes at a comfortable distance. Run through the room lighting states: presentation mode, break mode, and full lights. These details take five minutes each to verify and save significant stress during the live event.