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Audiovisual operator

Pre-Event Preparation

Review event schedule and technical specifications.

Confirm equipment availability and functionality.

Test all audiovisual equipment (microphones, projectors, cameras, etc.).

Prepare backup equipment and supplies.

Here are some additional steps that could be included in the Pre-Event Preparation section of the New Audiovisual operator checklist

Verify internet connectivity and bandwidth requirements

Coordinate with speakers and presenters for content delivery and format

Create a detailed run-of-show document outlining the event flow

Conduct a site visit to assess the venue layout and power access

Confirm seating arrangements and sightlines for audiovisual presentations

Gather contact information for all key personnel involved in the event

Prepare and test any necessary software for presentations or live-streaming

Ensure all visual and audio content is finalized and loaded onto devices

Set up communication systems (e.g., walkie-talkies) for event staff

Review emergency procedures and protocols with the team

Conduct a pre-event team meeting to align on roles and responsibilities

Setup

Arrive at the venue early to set up.

Position and secure all audiovisual equipment.

Connect audio and video cables correctly.

Ensure power sources and surge protectors are in place.

Here are some additional steps that could be included in the Setup section of the New Audiovisual operator checklist

Test all audiovisual equipment to ensure functionality

Adjust lighting to create the desired atmosphere

Set up microphones and conduct sound checks for all speakers

Arrange seating and staging in accordance with the event layout

Verify internet connectivity for live streaming or presentations

Organize and label cables to prevent tripping hazards

Ensure backup equipment is available and easily accessible

Confirm that all presentations and media files are loaded and ready to go

Conduct a final walkthrough of the setup with event organizers

Check for any potential obstructions or issues with sightlines

Review the schedule and cues with the event team

Prepare a contingency plan for technical difficulties

Ensure that all necessary licenses and permissions for content playback are secured

Rehearsal

Conduct a sound check with presenters.

Set up microphones for each presenter.
Adjust audio levels for clarity.
Test sound from different locations in the venue.
Ensure all presenters can be heard clearly.
Gather feedback on sound quality.

Test video playback and lighting adjustments.

Play each video to check for playback issues.
Adjust lighting for visibility and mood.
Test transitions between different video segments.
Ensure all video sources are connected properly.
Confirm video quality meets standards.

Run through the event timeline with the team.

Outline key moments and transitions.
Assign roles and responsibilities for each segment.
Discuss timing for equipment changes.
Identify potential issues and solutions.
Encourage team members to ask questions.

Adjust equipment settings based on feedback.

Collect feedback from presenters and team members.
Make necessary adjustments to audio and video settings.
Test changes to ensure improvements.
Document any adjustments for future reference.
Communicate changes to the team.

Here are some additional steps that could be included in the Rehearsal section of the New Audiovisual operator checklist

Verify microphone placements and levels for all presenters

Position microphones strategically for each presenter.
Check levels to avoid distortion or feedback.
Ensure presenters are comfortable with placements.
Test different speaking volumes.
Confirm that all microphones are functioning properly.

Check the functionality of presentation clickers and remote controls

Test each clicker to ensure it advances slides.
Check battery levels and replace if necessary.
Confirm range and responsiveness of controls.
Have backup options available.
Ensure presenters are familiar with devices.

Ensure all visual aids (slides, videos) are loaded and accessible

Load all presentations onto the main device.
Verify that videos are in the correct format.
Organize files for easy access during the event.
Check for any missing visual aids.
Test transitions between slides and videos.

Test audience engagement tools (e.g., polls, Q&A platforms)

Set up required software or applications.
Run a test poll or question to check functionality.
Ensure audience can access tools easily.
Gather feedback on user experience.
Prepare staff to assist with engagement.

Review emergency protocols and equipment backup plans

Discuss emergency contact information.
Review procedures for equipment failure.
Ensure backup equipment is available and functional.
Assign roles in case of emergencies.
Reiterate safety protocols to the team.

Confirm communication methods between team members during the event

Select a communication platform (e.g., radios, apps).
Test devices to ensure clarity and range.
Establish a code for urgent messages.
Assign a lead contact for coordination.
Ensure all team members are familiar with tools.

Perform a final walkthrough of the event space to identify any last-minute adjustments

Check seating arrangements for visibility.
Ensure equipment is securely placed.
Look for any potential hazards.
Confirm accessibility for all attendees.
Assess overall event flow and make adjustments.

Test any live streaming or recording equipment to ensure connectivity

Connect all devices to the internet.
Run a test stream to check quality.
Ensure backup recording options are functional.
Check audio and video synchronization.
Confirm settings for optimal performance.

Confirm the proper functioning of any special effects or additional audiovisual elements

Test all special effects equipment.
Ensure synchronization with event timeline.
Check safety measures for effects.
Adjust settings for desired impact.
Document any issues for troubleshooting.

Rehearse audience interaction segments, such as Q&A sessions or giveaways

Run through the format of audience interactions.
Test tools used for audience participation.
Assign roles for managing interactions.
Gather feedback on engagement techniques.
Ensure smooth transitions between segments.

Event Execution

Monitor audio and video quality throughout the event.

Manage transitions between speakers and presentations.

Address any technical issues immediately.

Communicate with event coordinators and presenters as needed.

Here are some additional steps that could be included in the Event Execution section of the New Audiovisual operator checklist

Ensure all microphones and audio equipment are functioning properly before each speaker takes the stage

Adjust lighting according to the needs of each presentation or speaker

Keep an eye on the event schedule to stay on track with timing

Capture key moments and highlights through video recordings or live streaming as needed

Provide support for any on-screen presentations, ensuring smooth transitions and compatibility with the AV setup

Maintain a log of any issues encountered, along with resolutions and feedback for future events

Coordinate with any remote participants to ensure their audio and video are clear and synchronized

Monitor audience engagement and respond to any feedback or requests from attendees

Prepare for any unexpected changes, such as last-minute speaker substitutions or content adjustments

Post-Event Wrap-Up

Safely dismantle and pack all equipment.

Conduct a debrief with the team to discuss successes and challenges.

Report any equipment malfunctions or issues to management.

Store equipment properly for future events.

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