The AV Planning Timeline: When to Lock in What

A flawless event can only be achieved by careful planning. And one of the most important (but often overlooked) pieces of that planning is knowing when to secure your AV services and decisions.

Event planners juggle countless moving parts: venues, speakers, catering, registration, décor. But AV touches nearly every one of those elements, from how your keynote is heard to how your sponsor logos are displayed. Waiting too long to confirm your AV needs can lead to higher costs, limited options, and rushed decisions. On the other hand, locking in services too early without clarity can cause unnecessary changes later.

So what’s the right balance? Here’s a timeline to guide you through the AV planning process and help you lock in the right elements at the right time.

9–12 months out: Secure your AV partner.

Once your venue is booked, your AV partner should be next on the list. Engaging early means you’ll have access to the right team, better pricing, and enough lead time to design a production plan that fits your goals. This is also when your AV team can help evaluate the venue’s infrastructure—including power, rigging points, acoustics—and flag potential limitations.

At this stage, you should:

• Book your AV provider of choice

• Share initial event objectives, audience size, and vision

• Ask for a rough budget estimate based on historical or comparable events

  
  

6–9 months out: Confirm scope and big-picture design.

With the event framework in place, it’s time to get into scope. What does your general session require? How many breakout rooms will you need? Are you planning a livestream or hybrid element? Answering these questions now allows your AV partner to reserve the right equipment and begin designing solutions.

Tasks at this stage include:

• Finalizing room counts and rough agendas

• Confirming whether the event will be live, virtual, or hybrid

• Outlining stage design concepts and branding requirements

• Discussing high-level budget allocations

3–6 months out: Lock in technical details.

As your content and programming take shape, you’ll need to refine the AV details. This is the time to translate ideas into specific technical requirements: projectors vs. LED walls, handheld vs. lavalier mics, stage lighting design, and so on.

At this point, you should:

• Provide detailed agendas and run of show drafts

• Share speaker lists and any special requests (walk-on music, video rolls)

• Lock in major equipment needs and stage layout

• Begin planning rehearsals and tech checks

  
  

1–3 months out: Finalize content integration.

This is when everything starts coming together. Graphics, presentations, videos, and sponsor content all need to be integrated into the AV plan. Your AV team should begin testing and programming cues well before rehearsals.

Key actions include:

• Submitting all visual assets (slides, logos, motion graphics)

• Providing scripts or emcee notes for cue planning

• Scheduling dry runs with speakers and AV operators

• Finalizing internet requirements for streaming or polling

  
  

1–2 weeks out: Run of show locked.

By now, nothing should be left to chance. All content should be delivered, and your AV team should have a cue-by-cue run of show in hand. This ensures operators, show callers, and stage managers are aligned.

Checklist items include:

• Cue sheets confirmed and distributed

• Backups of all files tested and loaded

• Microphone assignments finalized

• Venue access confirmed for load-in and setup

  
  

Day of event: Trust your prep.

If you’ve followed the timeline, event day should feel calm, not chaotic. Your AV partner will already know the plan, the content, and the expectations. Rehearsals will smooth out rough edges, and your team can focus on the bigger picture: engaging your audience and delivering impact.

The bottom line.

Locking in AV is a progressive process that sets your event up for success. By following a clear timeline, you give your AV partner the ability to anticipate needs, troubleshoot challenges, and deliver a polished, stress-free experience.

Moonrise AV works with clients as true partners, guiding them through every stage of planning to ensure nothing is overlooked and every detail is executed seamlessly. With the right timeline and the right team, your event will shine. Get the expert guidance you need by reaching out to us today.

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