A great event doesn’t happen by accident. Behind every smooth-running event is a rock-solid, well-planned timeline. Getting your lead-in times right means avoiding last-minute panics, unnecessary costs, and stressful surprises.
Here’s an example of an AV timeline you can adapt for your own event, whether it’s a conference, awards night, or product launch:
Twelve to six months before:
Confirm your venue and lock in your event date.
Book your AV and staging partner, the earlier, the better, especially for busy periods.
Start theme, content and creative planning.
Conduct your first site visit with your production partner to spot potential challenges.
Six to three months before:
Finalise your stage set design, AV requirements, and branding ideas.
Book external speakers, hosts or entertainment.
Draft your event run-of-show, including timings, speaker slots, and transitions.
Start collecting brand assets, logos, fonts, videos, so your AV team can get to work.
Two months before:
Send your final AV briefs.
Share presentation slides, videos and any branded content for screens.
Confirm final logistics for deliveries, rehearsals, and show times.
One month before:
Hold a detailed production meeting and site visit with your AV team, venue and key suppliers.
Walk through every detail, from lighting to video transitions to microphone positions.
One week before:
Carry out final content checks.
Rehearse key moments, especially if speakers aren’t used to large events.
Check backup plans are in place for presentations, videos, and sound.
Event day:
Arrive early for set-up, sound checks and last-minute adjustments.
Keep your AV team nearby throughout, things always shift, and you’ll be glad of a team ready to adapt quickly.
We’ll work alongside you, offering production advice, scheduling support and on-the-day technical expertise to keep everything running smoothly.
