AV Checklist for Conferences and Corporate Events in Santa Cruz and Monterey County
Conferences • Corporate AV • Event Production • Santa Cruz & Monterey Counties
AV Checklist for Conferences & Corporate Events in Santa Cruz & Monterey County
Planning a conference, leadership summit, or corporate meeting in the Monterey Bay area? This practical, venue-aware guide covers the audio, video, lighting, internet, labor, and logistics you’ll want locked in early—so your event runs clean, sounds great, and looks polished from the first cue to final walkout.
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What Counts as AV Equipment?
“AV” (audio visual) covers the technology that helps your audience hear, see, and stay engaged: microphones, speakers, screens, projectors/LED walls, cameras, lighting, switching, recording, and the crew that runs it. What you need depends on your venue, room shape, audience size, and how “produced” the program is.
Mindwarp tip: The fastest way to blow a conference budget is “surprises.” A site walk + a real equipment list (what the venue has vs. what the event needs) prevents last-minute rentals, overtime, and the dreaded “we can’t hear the presenter in the back.”
Core AV Checklist for Conferences & Corporate Events
Use this as your baseline checklist. Add or remove items based on the program (keynotes, panels, awards, demos, Q&A).
Audio
- Wireless lav mics (keynotes), handhelds (Q&A), headset mics (high-energy speakers)
- Podium mic + backup mic (always)
- Main speakers + front fills + delay speakers (for long rooms)
- Audio mixer + playback + walk-in/walk-out music
- Record feed for video / livestream
- Comms: two-way radios / intercom for show calls
Video
- Screen(s) or LED wall sized for the room (readability from the back row)
- Projectors (brightness/lumens) + proper projection throw distance
- Confidence monitor(s) for presenters
- Switcher + laptop inputs (HDMI/USB-C) + clickers + adapters
- Playback computer (backup deck) + file management
- Recording and/or IMAG cameras for large rooms
Lighting
- Stage wash (even light on faces; critical for cameras)
- Lectern/podium light
- Room lighting control plan (house lights, dimming, cues)
- Uplights for branding + ambience (gala, reception)
- Logo gobo / special looks (optional “wow” factor)
- Lighting console / control + safety cabling
Power & Logistics
- Power distro plan (circuits, tie-in needs, cable runs, tap locations)
- Load-in path (dock, elevator, stairs) + timing windows
- Staging, pipe-and-drape, set pieces, lecterns, tables
- Presenter-ready room for mic’ing + slide checks
- Onsite tech schedule (rehearsals, show, strike)
- Backup gear plan (mics, laptops, clickers, adapters)
Room-by-Room: What You Need for Each Part of the Program
General Session / Keynote Room
- Clear audio coverage for the entire room (delays if needed)
- Big screen/LED wall sized for readability
- Proper stage lighting for presenter + camera
- Run-of-show cues: walk-in music, stingers, lower-thirds, intro/outro
Breakout Rooms
- Simple, repeatable setup: 1 screen, 1 presenter mic, 1 laptop input
- Fast changeovers (standardized adapters + clickers)
- Sound isolation plan (or scheduling so rooms don’t fight each other)
Awards Dinner / Gala / Reception
- Wireless handhelds for award reads + thank-you speeches
- Warm stage lighting + tasteful room uplighting
- Walk-up music, video roll-ins, and photo moment lighting
- Room coverage audio that stays clean at conversation volume
Internet, Hybrid Events, and Livestreaming in the Monterey Bay Area
Conferences break when internet breaks. If you’re planning hybrid sessions, Zoom presenters, or livestreaming, verify bandwidth early—and confirm how many attendees will hit Wi-Fi at peak times.
- Ask for real bandwidth numbers (up/down), not just “we have Wi-Fi.”
- Identify dead zones and whether the venue can add access points.
- Plan for hardline ethernet for streaming whenever possible.
- Have a backup: dedicated hotspot/router, cellular bonding (for critical streams).
- Confirm content workflow: slide decks, video playback formats, and presenter laptops.
AV Site Visit Checklist (Do This Before You Sign Anything)
A good site walk is where conferences are saved. Here’s what we recommend confirming in Santa Cruz and Monterey County venues.
- Exact room dimensions + ceiling height + rigging points (if any)
- Obstructions (pillars, chandeliers, low beams, windows/glare)
- House lighting controls and how to access them during the show
- Power locations + circuit capacity (and tie-in rules if applicable)
- Load-in route: dock/elevator access, stairs, door widths, timing windows
- Venue AV inventory: mics, speakers, screens/projectors, cabling, staging
- Security policy for gear + overnight holds
- Internet options + dedicated bandwidth pricing
Day-of Setup & Show Flow Checklist
The day-of goal is simple: no surprises. Your tech timeline should match the run-of-show, cue-for-cue.
Pre-Event Admin
- Review the AV order line-by-line
- Finalize your equipment “matrix” (room-by-room, hour-by-hour)
- Schedule a rehearsal + presenter mic check
- Collect all slide decks/videos 24–48 hours early
Onsite Setup
- Load-in + staging + cable management + safety tape
- Line check (all mics), playback check, video signal check
- Lighting focus + camera framing (if recording/IMAG)
- Room preset and “top of show” readiness
Showtime
- Dedicated show caller or stage manager (for larger events)
- Backup mic + backup laptop ready on deck
- Clear comms: radios/intercom with venue + crew
- Strike plan that respects venue timing rules
Labor & Logistics: The Stuff That Makes or Breaks the Day
AV isn’t just gear—it’s people, timing, and process. In the Santa Cruz / Monterey Bay region, many venues have specific load-in rules, union/house requirements, and hard stop times. Plan staffing early so you’re not paying for panic labor at overtime rates.
Producer Checklist
- Confirm load-in/load-out windows (and whether trucks can stage onsite)
- Build a crew plan: audio, video, lighting, camera, stagehand support
- Confirm power availability and whether a tie-in is required
- Make a contingency plan for weather (outdoor events) and internet issues
- Lock in rehearsal time (especially for VIP speakers and panels)
Need Conference AV in Santa Cruz or Monterey County?
Mindwarp Entertainment Productions provides corporate AV, conference production, staging, audio, video, lighting, livestream support, and event labor coordination across the Monterey Bay—Santa Cruz, Scotts Valley, Capitola, Watsonville, Aptos, Monterey, Seaside, Marina, Carmel, Carmel Valley, and Salinas.
Check out our TURN-KEY AV PACKAGES HERE.
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*Images shown in this post are from Asilomar Conference Center in Pacific Grove. For more info on renting Asilomar meeting spaces click HERE.