Event AV Requirements Template
A detailed AV specification document that ensures your production team delivers exactly what each session needs.
Audio-visual requirements are often under-specified, leading to day-of surprises: wrong microphone types, insufficient projection brightness, missing recording equipment, or inadequate internet bandwidth for streaming.
This template provides a room-by-room AV specification format covering audio (microphones, speakers, monitors), visual (projectors, screens, LED walls), lighting (stage, ambient, accent), recording and streaming, and internet connectivity requirements.
Designed to be completed by the event organizer and shared with the AV vendor as a specification document that leaves nothing to interpretation.
What's Included
Audio Equipment
- Microphone types per room (lapel, handheld, podium)
- Speaker and monitor placement
- Audio mixing and control
- Confidence monitors for speakers
- Audio recording requirements
Visual Equipment
- Projector brightness and resolution
- Screen size and placement
- LED wall specifications
- Presentation laptop and connectivity
- Display for sponsor branding
Lighting
- Stage lighting design
- Ambient room lighting
- Accent and branding lighting
- Lighting cues for sessions
- House lights control
Streaming & Recording
- Live stream platform and encoding
- Camera count and placement
- Recording format and storage
- Internet bandwidth requirements
- Backup and redundancy plans
Tips for Using This Template
Specify projector brightness in lumens relative to room lighting — a dark ballroom needs 5,000 lumens while a windowed room may need 10,000+.
Always include a backup microphone for every room — dead microphones derail sessions.
Test the internet bandwidth under load before the event, not just connectivity.
Request a technical rehearsal with actual equipment, not just a walk-through, 24 hours before the event.
Frequently Asked Questions
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