The AV Checklist Every Exhibitor Should Use Before Their Next Event
Even seasoned exhibitors forget critical AV details in the rush leading up to a show. Power locations, content formatting, cable lengths, backup devices, audio gain levels — one missing item can derail an entire booth experience. A structured checklist ensures every piece of your AV strategy is planned, tested, and ready long before the freight doors open.
This guide gives you the exact AV checklist professional exhibitors use to deliver flawless trade show experiences. Whether you’re running a small 10×10 or a massive island build, this checklist ensures nothing is missed.
1.Confirm Your Display Strategy
Checklist:
- Number of screens
- Sizes
- Orientation (vertical or horizontal)
- Mounting method
- Playback source (laptop, media player, USB)
2.Verify Content Requirements
Checklist:
- Resolution matches screen size
- LED content built to exact pixel count
- Looping videos under 30 seconds
- Backup USB copies
- Offline versions for poor internet
- Correct aspect ratio (16:9 or custom LED)
3.Plan Your Audio Setup
Checklist:
- Speaker type and quantity
- Microphone style
- Mixer or audio controller
- Directional speaker placement
- Wireless frequency plan
- Extra batteries for mics
4.Handle Power and Electrical Early
Checklist:
- Total amperage required
- Number of outlets
- Power drop placement
- Backup power strip
- Surge protection
- Avoiding last-minute power orders
5.Cable Management and Safety
Checklist:
- Cable length
- Velcro ties
- Floor ramps
- Hidden routing paths
- Gaffer tape
- Labeling each cable
6.Backups and Redundancy
Checklist:
- Spare HDMI
- Backup laptop or media player
- Extra USB with content
- Backup power strip
- Redundant playback path
7.Onsite Testing Checklist
Checklist:
- Audio levels
- Screen brightness
- Content playback
- Touchscreen calibration
- LED color balance
- Wireless mic scan
- Presenter walk-through
FAQs
Q1: When should I finalize AV for a trade show?
At least 30 days out to avoid rush fees and availability issues.
Q2: Should I bring my own cables or rely on rentals?
Always bring spare HDMI and power options — they’re cheap insurance.
Q3: Do all booths require audio?
No, but even simple demo areas benefit from controlled sound reinforcement.
