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Day of Event Checklist: What You Need For Any Sized Event

When it comes to hosting an event, big or small, there are countless details that need to come together. One crucial aspect that should never be overlooked is AV (audiovisual) equipment. Every event requires proper...

Day-Of-Event-Checklist

When it comes to hosting an event, big or small, there are countless details that need to come together. One crucial aspect that should never be overlooked is AV (audiovisual) equipment. Every event requires proper sound, visuals, and lighting to create a memorable experience. To avoid any last-minute mishaps, it is essential to have a comprehensive day-of event checklist. Not only will this help you plan everything in advance, but it will also ensure that you don't miss out on any vital elements during your final preparations.

Key questions to ask for any sized event

Your day-of event checklist should consist of a series of questions that you need to ask yourself. Each event is unique, and it's vital to tailor your AV requirements accordingly. Here are some key considerations:

  • Equipment: Think about the specific AV equipment you'll need for different-sized events. This includes audio systems, screens, projectors, lighting, and more. The size and characteristics of your venue, as well as the acoustics and seating arrangement, will all play a role in determining your AV choices.

  • Labor: Larger events require more manpower for set-up, production, and dismantling. Consider the number of staff members needed to ensure a smooth event.

  • Budget: Keep in mind that the scale of your event will have a direct impact on your AV budget. We'll go through the approximate costs for different-sized events later in this article.

Small Event (75-200 attendees)

Equipment:

  • Sound equipment may not be necessary unless you have a presenter who requires amplification. Visit the venue and test the acoustics with a pretend presenter to determine if a sound system is needed.
  • If your presenter uses slides, PowerPoint, or short videos, you'll need screens for display purposes. Consider the size and number of screens based on the venue's layout.
  • Lighting can be minimized for smaller events if budget constraints are a concern.

Set-up time:

  • Allocate at least half a day for setting up a small event or a break-out room.

Budget: $5,000 - $20,000 (typical average is $10,000)

Medium Event (200-600 attendees)

Equipment:

  • A stage may be necessary to ensure everyone has an unobstructed view of the event.
  • Additional lighting will be required for both the stage and the venue.
  • A sound system is essential to guarantee clear audio for all attendees.
  • Multiple screens may be necessary, either hung from overhead rigging or ground-stacked, depending on the venue's layout.

Set-up time:

  • Allocate at least a full day for setting up a medium-sized event.

Budget: $15,000 - $50,000+ (typical average is $20,000)

Large Event (600-1500 attendees)

Equipment:

  • The design of the entire space becomes crucial for large events. Ensuring both audio and visuals reach every attendee requires careful planning.
  • Lighting plays a significant role in transforming the venue and creating the desired atmosphere.
  • Seek the expertise of an experienced AV team to help with the technical aspects of designing the event space.

Set-up time:

  • Allow at least two days for setting up a large event.
  • Schedule rehearsal time to iron out any glitches before the event itself.

Labor:

  • Understand the labor requirements and costs associated with a union venue.

Budget: $50,000 - $100,000+ (typical average is $75,000)

Extra-Large Event (1500-5000 attendees)

Equipment:

  • For a truly spectacular event, collaborate closely with your AV team to create a unique and immersive experience. The amount of AV equipment and lighting required will depend on your vision.
  • Allow ample time for both set-up and rehearsals due to the complexity and scale of the event.

Labor:

  • The AV team will determine the number of crew members required based on the event's intricacies.

Budget: $100,000 - $1,000,000+ (typical average is $250,000)

Final Thoughts

Whether your event has 50 attendees or 5,000, you undoubtedly want it to be flawless. While budget considerations are essential, remember that cutting corners can compromise the overall experience. Instead, look for imaginative and cost-effective solutions. Use your day-of event checklist as a starting point for discussions with your AV team.

Ask yourself why you are hosting this event and what you hope to achieve. Remember, the success of your event hinges on careful planning and execution. So, spare no effort in ensuring every detail is perfect. After all, the cost of a poorly executed event far outweighs the investment in a well-prepared and flawlessly executed one.

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