Checklist: event equipment and AV

Equipment problems are among the most common reasons an event runs late. A clear list, written from the programme, prevents most of them.

Build the list from the run sheet

• Every segment: what sound, screens and lighting it needs.
• Number and type of microphones.
• Stage size and any risers.
• Power points and cable routes.
• Tables, chairs, tents or fans for outdoor areas.

Delivery and setup

• Venue loading times and access routes.
• Who receives the delivery and signs for it.
• Setup and test time before guests arrive.
• Collection time and condition checks afterwards.

For help turning a programme into a complete list, an equipment list planning guide goes through each segment step by step.

On the day

• Check every item against the order on arrival, before the supplier leaves.
• Test sound and screens with the actual presenter laptops and files.
• Keep spare batteries and a backup microphone at the control desk.
• Agree who can call the supplier if something fails mid-programme.

Safety

Keep exits and walkways clear, tape down cables and confirm fire safety requirements with the venue. The Singapore Civil Defence Force publishes fire safety information.