AV Equipment Checklist for Corporate Events

Explore practical examples of AV equipment checklists for successful corporate events.
By Jamie

Introduction

When planning a corporate event, audiovisual (AV) equipment plays a crucial role in ensuring everything runs smoothly and effectively engages your audience. A well-structured AV equipment checklist can help streamline the planning process and ensure nothing is overlooked. Below are three diverse examples of AV equipment checklists tailored for different corporate event contexts.

Example 1: Conference AV Equipment Checklist

In the context of a corporate conference, multiple speakers, presentations, and breakout sessions require a comprehensive AV setup. This checklist ensures all necessary equipment is on hand to facilitate a professional experience.

  • Projector and Screen: Ensure high resolution and appropriate size for the venue.
  • Sound System: Include microphones (wireless, handheld, lapel) and speakers, ensuring sufficient volume for the space.
  • Laptop and Presentation Software: Confirm compatibility with projectors, and have backups ready.
  • Video Recording Equipment: Capture key sessions for later use or online distribution.
  • Lighting Equipment: Adjust for visibility and ambiance, especially for evening events.
  • Cabling and Power Supplies: Ensure enough extension cords, power strips, and adapters for all devices.

Notes: Consider a tech rehearsal before the event to test all equipment and ensure functionality.

Example 2: Product Launch Event AV Equipment Checklist

For a product launch, creating an engaging atmosphere is key. This checklist emphasizes elements that highlight the product while ensuring technical reliability.

  • LED Screen or Digital Signage: Showcase product features and branding prominently.
  • High-Quality Microphones: Use both handheld and lapel mics for presenters and product demonstrations.
  • Live Streaming Equipment: Ensure the event can be broadcasted online for wider reach.
  • Interactive Displays: Incorporate touch screens or tablets for attendees to explore the product.
  • Stage Lighting: Use spotlights and color washes to focus attention on the product and speakers.
  • Backup Power Supply: Consider a UPS (Uninterruptible Power Supply) to keep essential equipment running during power outages.

Notes: Include a trial run with the presenters to ensure seamless transitions during the event.

Example 3: Corporate Training Workshop AV Equipment Checklist

A corporate training workshop focuses on interaction and learning. This checklist is tailored to enhance the educational experience for participants.

  • Whiteboard and Markers: Provide a space for brainstorming and discussions.
  • Projector with Screen: Necessary for presentations and visual aids.
  • Sound System: Ensure all participants can hear clearly; consider using a portable sound system for smaller venues.
  • Video Conferencing Tools: If remote participants are involved, ensure a reliable setup for virtual attendance.
  • Participant Tablets or Laptops: For interactive sessions or surveys, have devices ready for use.
  • Feedback Tools: Use clickers or online survey tools to gather participant feedback in real time.

Notes: Prepare a tech orientation session before the workshop to familiarize speakers and trainers with the equipment.