Six weeks out
- Confirm the room, the layout and the expected headcount.
- Ask the venue for its vendor requirements: insurance certificate (COI), load-in windows, rigging rules and any in-house AV obligations.
- Decide the program: how many speakers, panels, awards, videos.
- Decide whether the night ends with a reception or dancing — it changes what's needed.
Microphones
- A podium mic for the main speaker.
- Lapel (lavalier) mics for anyone who walks while presenting.
- Handheld mics for panels and Q&A — one per panelist plus one for the audience.
- Spare batteries and a backup mic, always.
Screens and presentations
- Screen size based on the distance to the back row (see our LED wall sizing guide).
- One person collecting all slides in advance, in one format, with the right aspect ratio — usually 16:9.
- Confidence monitors so speakers see their slides without turning around.
- A clicker that works from the stage, and a technician who can take over.
- Videos tested with sound in the room, not only on a laptop.
Sound and lighting
- Speakers sized to the room so the back can hear without the front being blasted.
- Stage wash so presenters' faces look right on camera.
- Uplighting or brand colors on the walls to make the room feel like an event.
Day of
- Load-in and full build before doors open, with time for a real tech check.
- Rehearsal with each presenter on the actual stage.
- A run of show shared with the AV team, the venue and the emcee.
- One person on the client side who can make decisions quickly.
The after-party
If the program turns into a reception or dance, plan the transition. The same crew can switch the room from keynote to DJ without a vendor change — music under the last applause, lights change, the floor opens.