Event technology has evolved far beyond projectors and power strips. Today, it’s about integrated systems, like real-time streaming, multi-camera switching, hybrid audience interaction, and airtight redundancy.

If you’re managing AV for a global summit or deploying interactive screens at a product launch, flawless execution starts with the right tools.

This checklist is designed for teams who take event tech seriously. It walks through every essential component, from signal flow to cloud integration, so you can plan smarter, deploy cleaner, and deliver consistently professional results.

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Need this checklist on hand during setup or planning? Download the PDF version to print and check off items on-site, or use the editable Excel file for detailed planning.

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Pre-Event Planning

8–12 Weeks Before the Event: “Foundations & Forecasting”

At this stage, the focus is on defining the event’s technical scope, evaluating infrastructure needs, and securing long-lead equipment and vendors.

• Define technical objectives such as live streaming, hybrid setup, or multi-room AV.
• Conduct a venue technical assessment, including power, rigging, and internet capability.
• Identify core equipment requirements for audio, video, lighting, and control systems.
• Decide what equipment will be rented versus provided in-house.
• Research and book AV, staging, and live production vendors.
• Outline software needs, including presentation tools, streaming platforms, and interactivity solutions.
• Estimate internet bandwidth demand and plan backup connectivity.
• Map camera positions, LED screens, and projection locations based on venue layout.
• Draft signal flow diagrams for audio, video, and lighting paths.
• Source specialized technology like PTZ cameras, wireless mics, or stage automation.
• Schedule an initial site visit with the lead technician or production manager.
• Build a preliminary budget covering all technology and equipment costs.
• Begin any required permitting for rigging, power distribution, or wireless use.
• Assign internal technical roles for show management and operations.
• Vet external vendors for credentials, references, and insurance coverage.

4–6 Weeks Before the Event: “Specifications & Lock-in”

This phase is about finalizing all technical decisions, locking in vendors, and beginning hands-on testing and coordination across all systems.

• Finalize all AV and staging equipment lists with exact models and specifications.
• Confirm all hardware and software orders with suppliers and rental partners.
• Lock in delivery dates and access times for equipment load-in.
• Share final floorplans and tech layouts with vendors and crew.
• Confirm all power requirements and distribution plans with the venue.
• Validate internet solutions, including main and backup connectivity sources.
• Finalize streaming platform setup and user permissions.
• Coordinate content formats and presentation compatibility for all speakers or media.
• Confirm all cable types, lengths, and connectors needed for signal flow.
• Establish a storage and staging area plan for equipment at the venue.
• Schedule a logistics-focused site visit for placement, rigging, and access validation.
• Approve rigging plots and safety sign-offs for flown or suspended tech.
• Assign final responsibilities to each technical team member and department.
• Share a full tech contact sheet with vendors, crew leads, and internal staff.
• Confirm insurance coverage for all rented, custom, or high-value equipment.
• Finalize software licenses, logins, and access credentials for all tech platforms.
• Lock in on-site technical support hours and escalation procedures.
• Confirm rehearsal or early access dates for equipment testing and integration.

2–3 Weeks Before the Event: “Testing & Technical Rehearsals”

This phase focuses on live testing, system validation, and running simulations to identify and fix issues before final setup.

• Conduct full dry runs of audio, video, lighting, and streaming workflows.
• Test all equipment for functionality, firmware compatibility, and calibration.
• Verify signal flow from source to output for all AV and broadcast systems.
• Run end-to-end streaming tests with platform, overlays, and encoder setup.
• Test microphone frequencies to avoid wireless interference or dropouts.
• Simulate lighting cues and transitions using programmed show files.
• Confirm latency, sync, and audio-video alignment in multi-camera setups.
• Validate presentation formats on venue screens and switching hardware.
• Load test the internet bandwidth with multiple devices and streaming load.
• Perform power-on tests for all backup systems, including UPS and generators.
• Stage and label cable runs to ensure correct lengths and routing.
• Review camera framing, coverage angles, and switching logic.
• Conduct comms checks for intercom and crew radio systems.
• Confirm final layout and gear positions with stage management.
• Reconfirm arrival times and responsibilities with all tech crew members.
• Finalize and distribute the technical run-of-show with cue points.
• Review rigging and weight loads for any suspended equipment.
• Audit inventory for all spare parts, consumables, and backup devices.
• Confirm transport logistics for gear not stored on-site.
• Rehearse speaker handoffs, content transitions, and screen switching.
• Document any failures or adjustments during testing for final implementation.
• Test file compatibility for final versions of videos, slides, or sponsor content.
• Prepare printed or digital cue sheets for AV operators and camera directors.

1 Week Before the Event: “Final Prep & Contingency Planning”

This phase is focused on locking down final configurations, preparing backups, confirming logistics, and ensuring the team is fully ready for load-in and show execution.

• Confirm all gear delivery dates, access times, and on-site storage locations.
• Inspect and test all delivered equipment for damage or missing components.
• Label and organize gear for efficient setup and teardown.
• Prepare and pack backup devices, including microphones, cables, adapters, and batteries.
• Load final show files into presentation and playback systems.
• Confirm software licenses, login credentials, and account access for all platforms.
• Recheck power distribution plans and circuit loads with venue electricians.
• Print or upload final cue sheets, run-of-show documents, and equipment maps.
• Validate recording and streaming settings for resolution, bitrate, and storage paths.
• Inspect and tag all rigging gear and truss systems for compliance and safety.
• Prepare and test backup internet sources such as bonded cellular or 4G routers.
• Charge all wireless devices, including mics, tablets, intercom units, and control surfaces.
• Assemble an emergency toolkit with gaffer tape, tools, signal testers, and spare cables.
• Distribute tech crew briefings, including roles, timing, and escalation contacts.
• Walk through venue load-in and load-out paths with logistics leads.
• Review weather contingency plans for outdoor technical setups.
• Pre-label cable runs and drop points for power, video, and audio.
• Finalize camera blocking and operator notes for live or recorded video.
• Load and test pre-roll, holding screens, sponsor loops, and intermission media.
• Confirm tech support coverage for setup day and live show periods.
• Revalidate all tech-related permits and access credentials for the venue.
• Check all firmware versions for key equipment and apply updates if needed.
• Create offline backups of key files and media assets.
• Pre-program lighting desks, vision mixers, or switchers with show presets.
• Verify all vendor arrival times and confirm access points for gear delivery.
• Label flight cases, equipment zones, or racks for faster on-site deployment.

Event Day: “Execution & Live Operations”

Pre-Event Setup

• Arrive early and verify venue access for tech teams and vendors.
• Unload, inventory, and stage all gear in assigned zones.
• Power up all core systems and verify stable voltage and signal flow.
• Complete a full AV line check, including microphones, mixers, speakers, and playback.
• Test video switchers, cameras, monitors, and output feeds.
• Confirm that lighting cues and transitions are responding from the control desks.
• Validate internet connection stability and failover response.
• Run a final stream test including overlays, lower thirds, and output monitoring.
• Place and test intercoms or crew comms systems across all zones.
• Test and sync all wireless devices, including frequency and battery health.
• Reconfirm presentation media and cue points on playback machines.
• Double-check the alignment of camera framing, angles, and operator notes.
• Review the final run-of-show with the tech crew and signal callers.
• Confirm all backup gear is staged and powered.
• Clean lenses, screens, projectors, and camera housings before go-live.
• Start pre-show media or holding slides on venue displays and live feed.
• Run last-minute firmware reboots on switching or streaming hardware.
• Verify real-time clock sync across all recording and streaming devices.
• Place signage or physical barriers to protect cable runs and camera tripods.

During Event Operations

• Actively monitor audio levels and EQ in real time for all speakers and feeds.
• Switch video sources live per run-of-show and cue sheets.
• Monitor camera signals and coordinate framing adjustments via comms.
• Control lighting scenes and adjust intensity or focus based on the presenter’s movement.
• Watch the stream health dashboard for bitrate, resolution, and viewer access.
• Respond immediately to tech issues or signal dropouts with backup gear.
• Manage transitions between sessions, speakers, or media content.
• Trigger pre-programmed cues for lighting, video, or audio elements.
• Maintain battery levels and perform hot swaps on wireless gear if needed.
• Document tech issues and resolutions in real time for post-event review.
• Keep the tech crew in constant communication for cues and changes.
• Monitor recording integrity for all capture systems.
• Ensure the on-site tech team rotates breaks to maintain alertness.
• Log timestamped cue markers for post-editing alignment of video and audio.
• Monitor environmental noise that may interfere with the mics or speaker clarity.
• Confirm remote audience access and interaction (for hybrid or streamed events).

Wrap-Up & Post-Show Strike

• Stop live streams and ensure recordings are properly saved and backed up.
• Power down all systems in the correct sequence to avoid damage.
• Label and repack all equipment in assigned cases with a full inventory check.
• Safely dismantle rigging, trusses, lighting, and projection gear.
• Coil and secure cables, avoiding tangles or strain.
• Return wireless gear to chargers or storage after battery removal.
• Perform basic surface cleaning of equipment before storage or transport.
• Collect and archive all show files, recordings, and media assets.
• Create an initial post-event tech log including issues, resolutions, and gear notes.
• Confirm gear pick-up or return with the rental vendors.
• Debrief with the tech team on performance, feedback, and improvements.
• Tag any damaged or malfunctioning gear for repair or replacement.
• Transfer show recordings to the cloud or external backup drives.
• Collect all venue-specific tech credentials or access passes for return.

1 Week After the Event: “Teardown, Archiving & Review”

This phase focuses on properly wrapping up all technical aspects of the event, from equipment return and media archiving to performance analysis and future-proofing operations.

• Return rented or borrowed equipment to vendors with inventory verification.
• Inspect all owned gear for damage, wear, or missing components.
• Schedule any necessary repairs, cleaning, or firmware updates for equipment.
• Restock all consumables used during the event, such as gaffer tape, batteries, or adapters.
• Archive all show recordings, cue sheets, and presentation files in structured cloud storage.
• Organize media assets and documents into clearly labeled folders for future access.
• Transfer all recordings and key files to an external drive or secondary cloud backup.
• Remove or deactivate temporary software licenses, platform access, or device registrations.
• Export and review analytics from streaming platforms, audience tools, or engagement systems.
• Log all technical issues encountered, along with resolutions and time stamps.
• Collect and compile internal crew feedback on gear performance and operations.
• Update the technical run-of-show to reflect what actually occurred on show day.
• Close out all vendor support tickets or pending service requests.
• Evaluate internet performance and backup system usage, if applicable.
• Tag and isolate any gear requiring replacement, warranty claims, or further inspection.
• Clean all equipment surfaces before placing them into long-term storage.
• Collect all venue-specific access passes, codes, or ID badges for return.
• Compile a post-event tech debrief report summarizing challenges and outcomes.
• Send thank-you notes or feedback to vendors and the technical crew for outstanding service.
• Update internal SOPs or checklists based on what worked or needs improvement.
• Schedule an internal review meeting to align on learnings and next steps.

How to Brief Your Tech Team Like a Pro: A Planner’s Guide?

A clear, focused tech brief can prevent last-minute mistakes and save hours on-site. Start by sharing the run-of-show with exact times, content types, and key transitions. Note when presentations, videos, live demos, or remote feeds will happen.

Explain the technical goals, such as live stream quality, hybrid audience engagement, and share the finalized run-of-show times, content types, and transitions. Include the full gear list and who’s responsible for each system, as well as backup procedures and load-in details.

Guide your team through the venue layout, pointing out cable pathways, power zones, camera positions, and restricted areas. Provide contact info for all tech leads and escalation points. Share venue connectivity specs and platform access credentials ahead of time.

Keep it concise but specific. A focused 15-minute walk-through briefing, backed by graphical layouts or checklists, prevents missteps and reinforces confidence, making execution seamless and professional.

Top Event Tech Trends in 2025: What Planners Need to Prepare For

Event tech in 2025 is all about speed, flexibility, and smarter systems. Planners need to understand what’s emerging, not just to impress, but to deliver reliably at scale.

• Venues are installing localized 5G for faster, more stable internet, critical for streaming, hybrid setups, and wireless communications.
• AV routing, mixing, and switching are moving to the cloud, reducing on-site hardware needs and enabling remote tech ops.
• Smart video switchers, auto-tracking cameras, and live captioning powered by AI are becoming standard for leaner tech teams.
• Events are moving away from HDMI/SDI cables to IP-based video workflows for flexible, scalable signal routing.
• Modular, cable-free LED gear enables faster setup, especially for outdoor or temporary installations.
• Automated failover tech for internet, power, and stream output is now built-in, not bolted on.
• Lightweight, hands-free intercoms and crew tracking tools are replacing bulky radios for smoother backstage operations.
• Livestream platforms are now embedded into production switchers and PTZ controller software, with no third-party layers needed.
• Planners can now access live metrics on stream health, signal latency, and equipment load for rapid decisions.
• Venues and vendors are switching to low-power gear, reusable cabling, and recyclable staging components to meet ESG demands.

How to Build a Realistic Event Tech Budget?

A well-planned event tech budget is the difference between smooth delivery and costly surprises.

Start by identifying your event format, whether it is live, virtual, or hybrid, since each demands different technical setups and budget stakes. Break the tech budget into clear categories, such as gear rental or purchase, labor, including setup, operation, and teardown.

Plan for logistics such as shipping and crew travel, connectivity like internet and data, and production consumables such as batteries, cables, and tape.

Gather detailed quotes from at least two technical vendors for each category, including both standard and premium options. Ask them to highlight hidden costs such as crew lodging, extended setup hours, and on-site support.

Build in a contingency fund, typically 15 to 30 percent, to cover unexpected needs like last-minute rentals or overtime.

Track expenses live against the budget as the event progresses, and review key metrics afterward, including audio performance, streaming reliability, and technical issue resolution.

Top 10 Overlooked Event Tech Fail Points and How to Avoid Them

Even experienced planners face unexpected technical issues. These are the most common failure points seen on-site, with precise, preventive actions to ensure operational success.

1. Streaming platforms and live polling tools often fail on shared networks. Secure a dedicated wired line and provision 4G or 5G bonded backup as standard.
2. AV racks, LED walls, and stage lighting exceed general circuits. Calculate total load, separate high-draw equipment, and request clean, isolated power from the venue.
3. Cable mismanagement delays setup and causes mispatching. Label all runs by system type and source, and pre-plan routing paths using a printed schematic.
4. Mic dropouts often result from local RF congestion. Conduct a full spectrum scan on-site and lock devices to clean, interference-free frequencies.
5. Auto-updates on production laptops and media servers can interrupt playback. Freeze all systems one week prior and disable updates completely.
6. Unbalanced input levels cause distortion or low clarity. Establish a gain structure from the input source to FOH, including DSP and monitor paths.
7. Switchers and projectors reject unsupported resolutions. Standardize input and output formats across all sources and verify with test content during setup.
8. Low-brightness panels appear washed out under ambient lighting. Specify nit levels appropriate to venue conditions and rehearse with lighting cues active.
9. Without a full technical rehearsal, timing errors and miscommunications are likely. Conduct cue-to-cue with all operators, presenters, and comms active.
10. Failure to supply adapters, converters, or spare media disrupts live inputs. Maintain a verified accessories kit with backups of all mission-critical components.

Frequently Asked Questions

Can I download the checklist?
Yes. The checklist is available as a free downloadable PDF, Excel file, and Google Sheet. Choose the format that suits your workflow best.

Can I print the checklist?
Absolutely. The PDF version is print-ready and designed for on-site use. Print it out for physical check-offs during setup, rehearsals, and strike.

Is the checklist editable?
Yes. The Excel and Google Sheets versions are fully editable. You can customize tasks, add columns, and filter by timeline stage.

How do I copy the Google Sheet version?
Click the link provided, then go to File > Make a copy. This will create a private version you can edit, share, and use with your team.

Can I use the checklist for any type of event?
The checklist is built specifically for events that involve technical production – live, virtual, or hybrid. It’s not meant for general event planning (like catering or guest lists).

How is the checklist structured?
It’s organized by timeline, starting 8–12 weeks before the event and continuing through to 1 week after. Each phase includes tech-specific tasks only.

Can I share the checklist with my vendors or team?
Yes. We encourage you to share it with AV teams, tech leads, and vendors. The Google Sheet version works especially well for real-time collaboration.

Is there a mobile-friendly version of the checklist?
The Google Sheet version can be accessed and edited from mobile devices, making it easy to manage on-site or while traveling.