Preventing AV problems with thorough tech planning
AV failures are one of the quickest ways to derail a presentation. Prevent issues by documenting needs early, conducting technical rehearsals, and having on-site support.
Essentials to plan:
- Create a detailed tech rider and run-of-show listing microphones, inputs, playback requirements, slide formats, and timing.
- Arrange a full tech rehearsal with speakers using the actual system to confirm audio levels, lighting, and visuals.
- Secure reliable internet and backup connections for streaming, registration, and presenter needs.
Backup and redundancy tips:
- Bring spare cables, adapters, and microphones.
- Use local copies of presentations and media rather than relying solely on network drives.
- Have an AV technician on-site during the entire event window.
Brief presenters on slide formatting, aspect ratios, and file naming conventions to avoid delays. Confirm speaker arrival times and provide a dedicated tech contact for last-minute needs. Good preparation reduces anxiety and keeps the program running on time.