A successful corporate event depends on decisions made long before the audience arrives. The audiovisual plan must support the programme, venue, speakers, remote participants and communication objective rather than operate as a separate technical activity.
Define the event format
Confirm whether the event is in-person, hybrid, live streamed or recorded. Identify room capacity, remote audience size, event duration and the platforms involved.
Map every content source
List presentations, videos, remote speakers, panel microphones, music, holding slides, sponsor content, demonstrations and live data. Confirm formats and owners before rehearsal.
Plan sound first
Clear speech is essential. Confirm microphones for presenters and panels, room coverage, playback sound, foldback where required and recording feeds.
Design screen visibility
Screen size and position must suit the room layout and viewing distance. Consider confidence monitors, stage displays, digital signage and remote-viewer graphics.
Create a run of show
Document every cue, handover, presentation, video, microphone change and audience interaction. Assign responsibility and timing to each item.
Rehearse the real programme
Test speakers, files, sound, screens, playback, streaming, recording and contingency plans. A technical test without presenter handovers is not a full rehearsal.
Protect recordings and follow-up content
Confirm whether the event needs a full recording, edited highlights, speaker clips or post-event analytics. Plan these deliverables before production begins.
Request an audiovisual production consultation in Johannesburg for a conference, town hall, launch or hybrid event.