Behind the Scenes: How Professional AV Setup Transforms Conferences
The majority of the participants do not even consider the efforts put into holding a conference successfully. The clear sound, the smooth changes, the stage being perfectly illuminated, all this is a result of the meticulous arrangement and the work of the professionals. This is what is actually going on behind the scenes when you are running an event by a seasoned AV team such as AVR Expos.
Pre-Production Planning
Site visits and schematics
We look at room dimensions, ceiling height, and rigging points in order to achieve appropriate line-of-sight and acoustic coverage.
Gear selection
From LED video walls to digital mixers, we select equipment that matches your room scale and technical needs.
Load-In and Setup
Logistics and timing
We coordinate load-in times with venues, respecting union rules and hotel logistics.
Testing and calibration
Every projector, mic, and display is tested before doors open—no surprises once the show starts.
During the Conference
Cue-to-cue control
Our engineers run detailed cue sheets so every mic, slide, and video plays perfectly.
Real-time adjustments
Live EQ, video switching, and lighting adjustments keep the event running smoothly.
Post-Event Teardown and Review
Fast, damage-free teardown
We break down quickly and safely, returning the space as we found it.
Post-show reporting
Our crews log issues, improvements, and recommendations for future events.
FAQs
Q1: How early should I book AV services?
A1: Ideally 3–4 weeks before your event to secure full inventory and support staff.
Q2: Can you work with in-house AV?
A2: Yes. We frequently collaborate with hotel and convention AV teams.
Q3: Do you provide on-site techs?
A3: Yes, every major event includes trained AV specialists for setup and live operation.
