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Home > what checklist need to follow as per AV perspective for setuping the Big Townhall.

what checklist need to follow as per AV perspective for setuping the Big Townhall.

Identify the theme and key messages of the Townhall.

Establish a budget for AV equipment and services.

Engage with stakeholders to gather input and expectations.

Determine the format (in-person, hybrid, or virtual).

Research and select AV service providers or rental companies.

Schedule initial meetings to discuss requirements and options.

Review contracts and confirm delivery dates and times.

Establish communication protocols for the event day.

Determine specific audio needs (number of microphones, sound mixers).

Identify video needs (type of screens, resolution, live streaming).

Discuss any special effects or multimedia presentations.

Assess any additional technology requirements (e.g., clickers, timers).

Create a detailed floor plan for the AV setup.

Plan for sightlines and audience engagement areas.

Designate areas for presenters and audience interaction.

Ensure accessibility for all attendees.

Schedule a pre-event equipment check with all AV gear.

Test audio levels in various parts of the venue.

Verify video clarity and brightness on all screens.

Ensure backup equipment is ready in case of failure.

Assign specific roles to AV team members for the event.

Conduct training sessions on equipment handling and troubleshooting.

Review the event flow and critical timings with the team.

Prepare a contact list for all team members and vendors.

Hold a final meeting to confirm all details before the event.

Walk through the venue with the team to visualize the setup.

Make any last-minute adjustments to the AV plan.

Ensure all equipment is secure and ready for use.

Gather team feedback on the AV performance during the event.

Document lessons learned and suggestions for improvement.

Analyze audience feedback regarding the AV experience.

Prepare a report summarizing the event's AV effectiveness.

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