Conference AV Checklist: From Brief to Rehearsal

List keynote speeches, panels, audience questions, videos and breakout sessions. Count simultaneous speaking positions and explain how microphones will reach participants. Include the moderator and any remote contributors in the plan.

Share room dimensions, seating, stage layout and venue contacts. Ask the provider to assess the proposed sound and display arrangement for the space. A package suitable for one room should not automatically be copied into another.

Identify what each screen must display: slides, speaker video, agenda information or remote participants. Clarify whether presenters need a view of their slides or timing cues. Assign one person to collect and approve the latest files.

Agree a submission deadline and run the actual presentations, embedded videos and audio during rehearsal. Confirm fonts, language direction and playback on the equipment that will be used. Keep an agreed local copy of approved material available to the operator.

If interpretation is required, plan the speaker feed, interpreter position and participant listening system with the language team. Include audience questions and played videos. A working microphone in the room does not alone confirm that every destination receives the intended audio.

Specify any recording, livestream or remote connection as a separate output. Decide which slides, cameras and languages each output includes, and identify who authorises recording or public distribution. Confirm these decisions before operators configure the event.

Test the programme in order: opening, speaker change, panel discussion, audience question and video playback. Include a remote call where relevant. Record unresolved issues and assign an owner and resolution time for each.

For events in Amman, the Dead Sea or Aqaba, confirm installation access, travel and dismantling windows in the quotation. Linguative can coordinate conference AV with interpretation and event management; agree who makes live decisions when the programme changes.