Event AV playbook
Plan awards, speeches, videos, performances and table coverage around the dinner schedule and ballroom access window.
You can start without a complete equipment list. The message is editable before you send it.
What this means for your event
List every moment the audience must hear, see, record or stream, in run-of-show order, with the person who calls each cue. Once each moment has an owner and a pass condition, the equipment, crew and backups become obvious — and every quote compares like for like. For this event, that begins with awards audio, video segments and table-by-table coverage.
Key decisions
Walk the run of show around awards audio, video segments and table-by-table coverage, marking every speech, presentation, video, performance, reveal, panel and remote link. Each one is a sound, screen, microphone or recording decision with a trigger and an owner.
Separate what the room needs live from what must be captured or streamed for awards audio, video segments and table-by-table coverage. A clear speech, a readable screen and a usable recording are different requirements, each with its own backup.
Count the operators needed at the same time to deliver awards audio, video segments and table-by-table coverage, not the total on site. Rehearse the cues that depend on several people — reveals, videos, fast changeovers — with the real sources before doors open.
Protect the moments inside awards audio, video segments and table-by-table coverage that cannot fail: main speeches, critical playback, the display and any promised recording or stream. Each needs a named trigger, a spare path and someone rehearsed to switch to it.
Compare like with like
A useful quotation makes the equipment or functional result, quantities, delivery, setup, technician time, testing, backups, teardown, deliverables, exclusions and assumptions visible. Compare those responsibilities before deciding which total offers better value.
Before you ask for a quote
You do not need a finished equipment list. Give every quoting party the same event facts so proposals can be compared against the same job and responsibilities.
State the date, operating hours, rooms in use, plus the windows for arrival, loading, setup, testing and teardown.
List the guest count, speeches, panels, performances, presentations, video, recording and remote participation.
Explain what must be heard, seen, recorded or streamed, plus sound, power, weather and venue limits.
Compare equipment or functions, crew, hours, testing, backups, transport, deliverables, exclusions and commercial terms.
Send what you already know
Unknown details can be marked and confirmed after the first review. The WhatsApp message is editable before you send it.
Suited to events across Malaysia.
FAQ
Start with awards audio, video segments and table-by-table coverage. List every moment that must be heard, seen, recorded or streamed, plus the owner of each cue.
Give the same programme to every quoting party and ask for equipment, labour, timing, testing, backups and outputs to be itemised.
Rehearse video, reveals, performances, panels, remote contributors, recording, fast changeovers and cues that depend on several people.
Prioritise main speeches, critical playback, display, power, streaming connectivity and promised recordings.
Keep planning
Send the date, venue or area, guest count, programme and required outputs. You can start without a complete equipment list.
This guidance separates general advice from event-specific facts. Confirm venue conditions and your event details before finalising the requirement.
