Picture This: A perfectly orchestrated event where every element harmonizes like a well-conducted symphony. As the event planner, you’re the composer, crafting the event’s vision and structure. Your AV production manager is the conductor, guiding the AV team onsite. But their role doesn’t start when the event begins.  Your production manager can offer valuable insights during the composition process, ensuring the end result is even more refined and impactful. With early planning and close collaboration, you can create an event that exceeds expectations and delivers a flawless performance.

The Overture: Early AV Planning

Involve your AV partner early in the planning process. Early collaboration can lead to creative cost-saving suggestions, better equipment planning, and innovative ideas that elevate the experience. For example, if your speakers are subject matter experts, but not seasoned public speakers, your production manager may recommend hiring a stage manager to boost speaker confidence.  Or if there is a key moment in your opening address, the AV team can create a crescendo through sound and light to focus audience attention. The earlier your AV partner understands the vision, the more they can help you achieve it.

Checklist for Early AV Planning:

• Define event goals and initial vision
• Identify AV requirements for sessions and experiences
• Brainstorm potential enhancements and budget considerations

Setting the Tempo: Sharing Your Schedule Early

Even a rough timeline can be a game-changer. It helps the AV team plan staffing needs, avoid costly overtime, and secure top-choice technicians. Sharing key scheduling details early ensures everyone is in sync and prepared to execute flawlessly.

Stage Preview: Don’t Skip the Site Visit

Just like a conductor familiarizes themself with the orchestra before the performance, visiting the venue in advance helps the AV team visualize the event flow and identify potential challenges, like long distances from loading docks or unusual room configurations. An experienced Production Manager can also spot ways to integrate architectural features or installed equipment into the design for added impact.

Dress Rehearsal: The Importance of Rehearsals

Rehearsals align the team with your event vision, test scripted cues, and fine-tune transitions. They also help presenters feel more confident on stage. Taking the time to rehearse allows the AV crew to focus on enhancing the experience instead of anticipating cues.

Key Steps to Mastering the Rehearsal Process: 

• Talk through the show flow with the technical team to give them a sense of the overall vision and troubleshoot any technical issues they may see.
• Do a dry run with the event team and technical crew to ensure all assets are working as planned
• Run through event segments with the onstage talent.  Let them familiarize themselves with the equipment and crew they will be interacting with and allow the entire team to practice the technical cues

The Grand Finale: Seamless Execution

Success comes from early AV collaboration, clear communication, and thorough rehearsals. When you work with your AV team as partners throughout the process, you create an event that feels like a beautifully composed symphony—a performance worthy of a standing ovation.