Live Event AV Checklist: Ensure a Flawless Experience
Planning a live event comes with a lot of moving parts. One of the biggest and most important is making sure your AV setup runs smoothly. A missed mic cue or glitchy screen can throw off the whole experience. But when your tech works the way it should? Everything clicks.
That’s why a good live event AV checklist is worth its weight in gold. At SVL Productions, we believe planning AV for events doesn’t have to be complicated. This guide covers the essentials, from your first setup walkthrough to the final mic check, so you can focus on your audience, not the cables.
What Is an AV Checklist and Why Do You Need One?
An audiovisual checklist for events is exactly what it sounds like: a list of everything you need to make sure your AV setup works as expected. It keeps you organized, prepared, and a whole lot less stressed.
AV issues usually happen when something small slips through the cracks. Maybe a mic wasn’t tested. Maybe a power outlet is too far from the stage. A checklist keeps you one step ahead and helps your team and your AV provider stay in sync.
Whether you’re hosting a concert, a corporate event, or something in between, having a plan makes all the difference.
Essential AV Equipment for Live Events
The right equipment depends on your venue and your goals, but here are the basics most events will need:
Microphones (wired and wireless)
Sound system (speakers, amps, and mixers)
Projectors or LED displays
Lighting (stage lights, uplights, or ambient lighting)
Cables, mounts, and power strips
Livestreaming setup (cameras, encoders, and stable internet)
Your AV equipment list for events should reflect your exact setup, not just a standard package. Need help building one? That’s what we’re here for. At SVL, we tailor every system to fit the space, the flow, and your budget.
How to Prepare Your Venue for AV Setup
Every venue is a little different. Some are plug-and-play. Others require a little more prep work.
As part of your event AV setup guide, be sure to:
Walk the space in advance
Check the power sources and lighting
Think through your staging and audience flow
Look for any odd angles, low ceilings, or echo-heavy spots
Even small tweaks like rearranging seating or adjusting your lighting can make a big difference. We always recommend walking the space with your AV provider before the big day. That way, any surprises that happen early can be handled quickly.
Common AV Issues and How to Prevent Them
Let’s be honest, tech issues happen. But most of them are preventable with the right planning.
Some common hiccups we see include:
Microphone feedback
Washed-out visuals
Projector lag or disconnects
Livestream buffering or freezing
The best way to avoid them? Test everything. Then test it again. Have backups on hand. And make sure someone on your AV team is there to monitor and troubleshoot.
At SVL, we’re known for our hands-on service and 24/7 support. If something goes sideways, we’re already two steps ahead.
Tips for Coordinating with AV Providers
You don’t have to know every cable type or software setting; that’s our job. But a few simple things can help us help you:
Share your event timeline as early as possible
Let us know what you’re trying to achieve (vibe, flow, key moments)
Talk through your AV requirements for live events during your consultation
Ask about load-in times, setup support, and on-site coverage
The more we know up front, the smoother things will go. You bring the vision, we’ll bring the gear and know-how.
How Early Should You Schedule AV Setup?
Short answer: earlier than you think.
AV services can book up fast, especially in busy seasons. We suggest:
Booking your AV team 4–6 weeks in advance
Finalizing your live event AV checklist 1–2 weeks before
Blocking time for setting up the day before or early morning of the event
If you’re planning AV for events with live streaming, multiple rooms, or a large stage setup, give yourself extra time. Rushing leads to missed details. And those details matter.
Final AV Checklist for the Day of the Event
Here’s a quick day-of checklist to help you breathe a little easier:
Equipment delivered and accounted for
Power checked and tested
Mics and sound levels adjusted
Lighting dialed in
Slides, videos, and graphics loaded
Livestream connected and tested
On-site AV tech ready to go
This simple live sound setup checklist can save you from last-minute chaos. When everyone’s clear on their roles and the gear is working, you can step into your event with confidence.
Let SVL Help You Bring It All Together
From your first consultation to the final cue, SVL Productions is here to make technology simple. Whether you need full-service support or help building your own AV equipment list for events, our team is ready to help you plan, set up, and execute with confidence.
Ready to get started? Contact us today and let’s bring your next live event to life.