7-point conference AV checklist every London planner should run
Intro: why this checklist matters
Technical failures are the single largest cause of visible event disruption. This conference AV checklist is an action-first run sheet you can use during venue advance calls, technical load-in, and rehearsals. It targets the seven checks that most often prevent day-of failures: venue infrastructure, audio, video, lighting and camera, networking for streaming, comms and staffing, and safety and power redundancy.
Patel Events coordinates conferences and hybrid productions across London and the UK, so the checklist includes practical ownership cues, contingency steps, and London-specific notes such as hotel load-in windows and chargeable power distro. For extended advance questions and safety items use the James Media Group and Colorado Live Events resources referenced below.
How to use this checklist
Run these checks at three moments: contract negotiation and the first site walk, technical load-in, and the full technical rehearsal. For each item, confirm the specification with the venue AV lead, assign an owner, run a hands-on test, and log contingencies. Treat this as a live document you update during each visit and rehearsal.
1. Lock the venue basics: power, rigging, and room layout
What to confirm: exact room dimensions, sightlines to screens and stage, ceiling heights, stage position and weight limits, permanent and temporary rigging points, and a labelled power schedule showing the number and amperage of available circuits. Ask for the venue's load-in access times, service lift dimensions, and any vehicle or noise restrictions.
When to run it: during contract negotiation, at the first site walk, again at least two weeks before load-in, and verify on technical load-in.
Who owns it: lead planner or production manager together with the venue technical contact.
Contingency: book a generator or additional distribution (distro) panels if power is marginal, reserve an alternate room if rigging is restricted, and pre-order experienced local rigging techs. In central London, confirm whether hotels charge for distro panels or late loading and plan freight windows accordingly.
Why it matters: missing power or rigging details forces late hires and extra cost, and it is the root cause of many on-site delays. Use an advance AV checklist from a production vendor to structure these questions with the venue.
2. Verify main-session audio: PA, microphone inventory, and RF
What to confirm: PA capacity and speaker placement for your audience size, FOH console model and position, microphone inventory including lavalier, handheld, podium mics and wired backups, stage monitor needs, and RF frequency management for all wireless systems. Ask the venue for recent RF scan notes if available.
When to test it: full sound check on load-in day, and again immediately before the first session. Run a level and intelligibility test from multiple audience positions and with typical presenter movement.
Who owns it: head audio engineer at FOH with the technical producer.
Contingency: bring spare handhelds, wired lavaliers, an analogue handheld, fresh batteries, spare XLRs, and a battery kit. Prewire a patch for an emergency mix-minus or backup feed. If RF congestion is suspected, schedule a quick onsite spectrum scan and prepare a wired fallback channel.
Practical note: urban venues in London frequently face RF conflicts. Plan wired alternatives for keynote sessions and ensure at least one spare wired mic is immediately accessible on stage.
3. Lock video and presentation display: resolution, switching, and iMag
What to confirm: final screen sizes and projector throw distances, LED-wall pixel pitch and native resolution, accepted playback codecs and file containers for the venue switcher, switcher model and available inputs, and IMAG camera positions for speaker closeups. Confirm presenter clicker compatibility and presentation laptop requirements.
When to test it: rehearse using the exact slide decks, embedded videos, and any animations. Verify source routing on the switcher, test transitions, and confirm aspect ratio and safe title areas for the speaker slides and any sponsor material.
Who owns it: video lead or technical producer with the AV supplier.
Contingency: keep a local laptop with copies of all media and a preconfigured backup output. Reserve an extra switcher input, duplicate HDMI and SDI cables, and a second encoder output if streaming. If a presenter’s file does not play, have a technician ready to transcode on site and hand over the local laptop as a hotspot solution.
Why it matters: codec mismatches, incorrect aspect ratios, or absent fonts cause playback stalls and delays. Locking exact file formats and a tested fallback avoids the most common video failures.
4. Test lighting and camera-ready stage cues
What to confirm: stage wash, key and fill light positions for camera, blackout capability for video playback, presenter cue lighting, and any moving lights or gobos. Run camera framing and lens tests so recorded and IMAG shots match stage exposure and colour balance.
When to test it: during the full technical rehearsal with cameras and IMAG enabled, and run a short camera pass immediately before the plenary session. Check exposure with the actual presenter and any on-stage props.
Who owns it: lighting designer with the director of photography or video director.
Contingency: bring LED fill panels for last-minute exposure adjustments and stock diffusion for problematic spots. Schedule a brief second camera pass if framing needs micro-adjustment before important sessions.
London note: many UK hotels limit dimmer capacity and rigging positions. Ask early for the house lighting plot and any restrictions on adding lanterns or truss so you are not forced to improvise on load-in day.
5. Secure network, streaming, and recording workflows
What to confirm: whether you will have a dedicated wired uplink for streaming, who is supplying encoder hardware or software, authentication details and stream keys for your platform, local multi-track recording format and storage plan, and any NAT or firewall rules the venue uses.
When to test it: perform bandwidth and encoder checks at least 72 hours before the event and run a full dress rehearsal to the final stream destination using the actual encoder settings and bitrate.
Who owns it: streaming lead or IT contact working with the venue network engineer.
Contingency: provision a cellular bonded encoder to fail over to cellular links, record locally on multi-track devices for post-event delivery, and keep a standby streaming account and alternate CDN ready. If the venue restricts open ports, coordinate an alternate relay server or a cloud encoder ahead of time.
Why it matters: hybrid events most often fail because of network assumptions. Dedicated uplinks and tested encoder redundancy dramatically reduce that risk.
6. Confirm comms, staffing, and the AV run sheet
What to confirm: crew call times, stage manager, deputies for core roles, talkback channels and frequencies, and a one-page AV run sheet that lists cues, timing, and contact numbers for FOH, stage, video, streaming, lighting, and production.
When to test it: hold a crew briefing on load-in day and a final alignment 30 to 60 minutes before doors, and walk the run sheet during the technical rehearsal so every role knows exact cues and handoffs.
Who owns it: technical producer or stage manager.
Contingency: print hard-copy run sheets and cue cards, set a secondary comms channel such as a mobile group chat or SMS tree, and assign deputies for critical roles to cover no-shows. In tight London venues confirm supplier arrival windows to avoid congestion on service lifts and loading bays.
7. Run safety, power redundancy, and post-event wrap checks
What to confirm: label all distribution runs, verify temporary power certificates and PAT testing where applicable, check truss and rigging inspection certificates, maintain emergency egress clearances around distro runs, and obtain the venue's final safety sign-off.
When to test it: safety inspection during technical load-in and a final check after AV strike so nothing is left connected or blocking exits.
Who owns it: venue technical manager and production manager jointly.
Contingency: keep a certified rigging technician on call and maintain a documented power redistribution plan to keep critical systems running if a circuit trips. Log all safety checks in writing so you can produce compliance records if required.
Safety reference: use a safety-focused AV setup checklist to document electrical and assembly compliance and reduce operational risk.
Local London planner notes
- Central London hotels often charge for power distribution and late load-ins. Ask about chargeable distro and booking slots during the initial venue call.
- Book local technical crews and specialist suppliers early. For large conferences plan technical hires 8 to 12 weeks ahead in London markets.
- If Patel Events is coordinating production across Harrow and London, confirm freight windows and venue access on the first advance call so supplier timings align with local restrictions.
Further reading and resources
- Conference AV and technology setup safety checklist, POPProbe: https://popprobe.com/checklist-library/events/av-technology/conference-av-technology-setup-safety-checklist
- Conference audio visual checklist, Centric Events: https://centric.events/blog/conference-audio-visual-a-v-checklist-audio-video-lighting
- Conference AV planning checklist, Colorado Live Events: https://coloradoliveevents.com/resources/conference-av-planning-checklist For related first-party details, review conference planning checklist.
- Free event AV advance checklist, James Media Group: https://jamesmediagroup.com/resources
- Small business conference room AV checklist, The Audio Visual Company: https://the-audio-video-company.com/education/blog/conference-room-av-checklist
Frequently asked questions
How far in advance should I confirm AV specs with a London venue
Confirm the critical AV specs during contract negotiation and at the first site walk. Reconfirm systems, staffing, and power at least two to four weeks before the event, and lock final details at technical load-in. Use an advance checklist to capture power, rigging, and network items so nothing is left to assumption.
What minimum internet setup do I need for a single HD livestream
Rather than quoting a single number, reserve a dedicated wired uplink for your encoder and run an uplink test with your chosen bitrate and codec during a dress rehearsal. Perform encoder and platform tests at least 72 hours before the event so you can identify routing bottlenecks. Encoder redundancy and local recording are safer than relying on shared venue Wi-Fi.
Who should be present at the technical rehearsal for a hybrid conference
Include the lead planner, head audio engineer, video lead, lighting designer, streaming lead or IT contact, stage manager, and a venue technical representative. If possible include speaker liaisons and any recording/production leads so transitions and timing are validated with presenters.
What are the quickest contingency fixes for wireless microphone failure
Switch to a wired handheld or wired lavalier, replace batteries, power-cycle the receiver, or move the transmitter to a different RF channel if interference is suspected. The fastest recovery is a prewired spare wired microphone at stage level.
Final checklist takeaway
Run these seven checks during contract negotiation, load-in, and full technical rehearsal. Assign ownership for each check, document contingencies, and always test with the actual assets you will use on event day. Use the referenced AV resources for deeper advance questions and the POPProbe safety checklist for venue assembly and electrical compliance.
To discuss production coordination across London and Harrow or to request a bespoke AV-ready run sheet for your next conference, contact Patel Events.