Essential AV Checklist for Planners to Elevate Events in Park City

Planning an event in Park City means more than just choosing a stunning location. The right audiovisual (AV) setup can make or break your program, especially when your audience expects a seamless experience. While many venues offer built-in AV equipment, relying solely on what’s available can leave you underprepared. Partnering with a company like Aspen Peak Productions ensures you combine the venue’s resources with the latest technology, giving you the best value and performance. This checklist will guide planners through every step to guarantee their event’s AV needs are fully covered.

AV equipment setup in a Park City event space

Understand Your Event’s AV Requirements

Start by defining what your event needs. Different programs require different AV setups. For example:

• Keynote speeches need clear sound and large screens.

• Panel discussions require multiple microphones and mixing consoles.

• Workshops might need interactive displays or breakout room setups.

• Entertainment segments call for lighting and sound systems that support performances.

  
  

Ask yourself:

• How many attendees will be present?

• What type of content will be presented (video, slides, live demos)?

• Will there be remote participants or live streaming?

• Are there any special effects or lighting needs?

  
  

Knowing these details early helps you avoid last-minute surprises.

Coordinate with the Venue’s In-House Equipment

Most Park City venues come equipped with basic AV gear. This can include projectors, screens, microphones, and speakers. However, these systems might be outdated or insufficient for your event’s scale.

• Request a detailed inventory of the venue’s AV equipment.

• Check the condition and compatibility of the gear.

• Identify any gaps between your needs and what the venue offers.

  
  

By understanding the venue’s baseline, you can plan how to supplement it effectively.

Collaborate with Aspen Peak Productions for Technology Integration

Aspen Peak Productions specializes in working alongside venues to enhance AV capabilities. Their expertise ensures you get the most current technology without unnecessary expenses.

• Discuss your event goals and AV checklist with their team.

• Explore options for upgrading sound systems, adding wireless microphones, or integrating video walls.

• Consider advanced features like live streaming, recording, or interactive audience tools.

• Ask about technical support during the event to handle any issues promptly.

  
  

This partnership helps you balance cost and quality, ensuring your event runs smoothly.

Test All Equipment Before the Event

Testing is crucial. Even the best equipment can fail without proper setup.

• Schedule a full AV run-through at the venue.

• Check audio clarity from different seating areas.

• Verify video displays for brightness and resolution.

• Test all connections, including backups for critical components.

• Confirm lighting settings match the event’s mood and visibility needs.

  
  

A thorough test reduces the risk of technical problems during the program.

Prepare for Backup and Contingency Plans

Technology can be unpredictable. Prepare for potential failures by:

• Having spare microphones, cables, and batteries on hand.

• Setting up backup projectors or screens if possible.

• Ensuring quick access to technical support.

• Creating a communication plan for the AV team and event staff.

  
  

Being ready for issues keeps your event on track and minimizes disruptions.

Plan for Setup and Breakdown Timing

AV setup and teardown take time and coordination.

• Confirm when the venue allows access for setup.

• Allocate enough time for equipment installation and testing.

• Coordinate with other vendors to avoid conflicts.

• Plan for efficient breakdown to meet venue deadlines.

  
  

Proper timing avoids rushed setups and last-minute problems.

Consider the Venue’s Acoustics and Layout

Park City venues vary widely, from rustic lodges to modern conference centers. Each space affects sound and visuals differently.

• Evaluate room size, ceiling height, and materials that impact acoustics.

• Position speakers and microphones to cover the audience evenly.

• Arrange screens and lighting to avoid glare or shadows.

• Use soundproofing or acoustic panels if needed for clarity.

  
  

Tailoring your AV setup to the space enhances attendee experience.

Include Accessibility Features

Ensure your AV plan accommodates all attendees.

• Provide assistive listening devices for those with hearing impairments.

• Use captioning or sign language interpretation if required.

• Make sure screens and presentations are visible from all angles.

• Check that controls and equipment are accessible to staff with disabilities.

  
  

An inclusive event shows respect and professionalism.

Communicate Clearly with Your AV Team

Clear communication prevents misunderstandings.

• Share your event schedule and AV checklist with the technical team.

• Define roles and responsibilities for setup, operation, and troubleshooting.

• Provide contact information for quick coordination during the event.

• Hold a briefing session before the program starts.

  
  

A well-informed team delivers better results.

Final Walkthrough and Event Day Support

On the event day:

• Conduct a final walkthrough to confirm everything is in place.

• Monitor AV performance throughout the program.

• Have technicians ready to address any issues immediately.

• Collect feedback after the event to improve future setups.

  
  

Active support ensures your event stays on course. Our number one goal at Aspen Peak Productions is to ensure you are the hero of the day in the eyes of your company and leadership!