Event power, access and set-up.
The right sound, lighting and video equipment still needs suitable power, safe positioning, practical site access and enough time to install and test. Here's what to consider before your event begins.
What do you need to plan for event power, access and AV set-up?
Before installing event AV equipment, confirm suitable electrical power, delivery and equipment access, safe cable routes, adequate installation space and enough time for testing and dismantling. Outdoor events may also need temporary power, weather protection, ground preparation and additional infrastructure.
These requirements depend on the equipment, venue and scale of the event. The aim is to identify practical issues early rather than discover them when the technical team arrives.
This guide covers the main considerations and questions to discuss with your venue and AV supplier.
This is general event planning guidance. It doesn't replace a site-specific risk assessment, electrical design, structural assessment or advice from competent technical and electrical professionals.
What electrical power do you need for event AV?
Event AV equipment needs a suitable electrical supply, but requirements vary considerably.
A small presentation using a laptop, microphone and compact sound system may have modest requirements. A larger event involving multiple sound systems, lighting and LED displays may need dedicated electrical distribution.
Audio equipment
Powered speakers, amplifiers, mixing desks, processors and microphone receivers all need suitable electrical provision.
Lighting equipment
Lighting fixtures, control equipment and associated systems contribute to the electrical demand.
Video equipment
Projectors, LED screens, processors, cameras and playback systems may have different power requirements.
Can event AV equipment run from a normal plug socket?
Sometimes. Smaller systems may be suitable for standard mains outlets, provided the electrical supply, circuit ratings and existing loads have been assessed. An available socket doesn't necessarily have enough spare capacity for the proposed equipment.
How do you calculate event power requirements?
The electrical requirements should be established from equipment specifications, expected demand, available circuits, distribution arrangements and site conditions. More complex systems should be planned by competent people.
Don't ask for power based only on the number of plugs needed. Ask your AV supplier what electrical supply the equipment actually requires, then confirm how that supply will be provided.
Do you need a generator for an outdoor event?
Not every outdoor event needs a generator. Some sites have suitable permanent electrical infrastructure.
Temporary generation may be necessary where the available supply is insufficient, unavailable or unsuitable for the intended equipment.
What size generator do you need for event sound and lighting?
Generator size cannot be determined reliably from guest numbers or event type alone. The correct specification depends on equipment loads, operating characteristics and the overall electrical distribution design. A competent supplier should assess these requirements.
Can sound, lighting and catering share one generator?
Potentially, but only where the total demand and distribution are properly designed and coordinated. Catering equipment, lighting and AV systems may place very different demands on the supply.
What about generator noise?
Generators produce noise and exhaust emissions. Positioning should consider suitable ventilation, access, weather and disturbance to the audience or neighbours. Installation and operation must follow appropriate safety requirements and manufacturer instructions.
Generator and temporary power arrangements should be discussed early so the relevant specialists can plan suitable provision.
The right equipment is only part of the plan. It also needs the right power, enough space and time to be installed properly.
What power information should you ask your venue for?
If you're using an established venue, confirm its electrical facilities before finalising the equipment arrangements.
Available supply
What electrical connections are available, where are they and what are their ratings?
Existing demand
What other equipment is already using the available electrical supply?
Technical connections
Are dedicated event power supplies available, and who can make the connections?
Venue restrictions
Are there rules about temporary distribution, access or additional electrical equipment?
Does the venue's power supply cover all event equipment?
Not automatically. A venue may have enough capacity for its normal activities but require additional planning for temporary stages, lighting or large LED displays.
Should your AV supplier speak directly to the venue?
For more complicated events, this can be useful. Technical discussions between suppliers, venue staff and electrical specialists help establish the requirements and responsibilities before installation.
See What to Tell Your AV Supplier for more information about preparing a useful event brief.
How do you manage event cables safely?
Sound, lighting and video equipment often requires power and signal cables between different positions.
Poorly planned cable routes can obstruct access, create trip hazards or expose equipment to damage.
What should cable routes take into account?
- Audience movement.
- Entrances and exits.
- Accessible routes.
- Emergency access.
- Vehicle movement.
- Stage and backstage areas.
- Equipment locations.
- Other suppliers' installations.
Do event cables need cable ramps?
Suitable cable protection may be needed where cables cross pedestrian or vehicle areas. The appropriate solution depends on the location, traffic, cable type and accessibility and safety requirements. Cable ramps are not automatically suitable everywhere.
Can you run cables across doorways or walkways?
These routes require particular care. Where possible, cables should avoid circulation areas and keep exits and accessible routes clear. Any unavoidable crossing should be appropriately assessed and managed.
What about outdoor cables?
Outdoor cabling and electrical equipment must be suitable for the intended conditions. Rain, standing water, ground conditions and vehicle movement may require additional protection and specialist arrangements.
Cable routing is much easier before furniture, staging, exhibition stands and other event infrastructure are installed.
What access does an AV supplier need at your venue?
Getting equipment into position can be a significant part of event preparation.
A suitable event space may still have challenging delivery arrangements, narrow entrances, long loading routes or restrictions on vehicle access.
Vehicle access
Confirm loading areas, parking restrictions, delivery windows and distances from the unloading point.
Building access
Identify stairs, lifts, doorway dimensions, corridors and other potential obstacles.
Site arrangements
Check uneven ground, shared access routes, security procedures and restrictions on equipment movement.
What if equipment needs to go upstairs?
Stairs, lifts and restricted spaces can affect equipment choice, transport and installation. Heavy or bulky equipment may require suitable handling arrangements and additional planning.
Can AV equipment be delivered while guests are arriving?
It's generally better to complete equipment deliveries and installation before guests enter the relevant areas. Moving equipment through occupied event spaces can create disruption and additional risks.
What if the event has limited vehicle access?
Tell your supplier early. Long carrying distances, restricted loading times or unsuitable vehicle access can affect equipment choices, staffing and installation schedules.
How much time does event AV take to set up?
There's no single set-up time for all events.
A small sound system may be straightforward to install. Conferences, performances and larger productions involving several connected technical systems can need significantly more preparation.
What happens during AV set-up?
- Unloading equipment.
- Positioning speakers, lighting and screens.
- Installing appropriate supports.
- Routing and protecting cables.
- Making suitable electrical connections.
- Configuring audio and video systems.
- Testing microphones and playback.
- Checking displays and signal routing.
- Completing soundchecks and rehearsals.
- Carrying out final checks before opening.
Why is equipment testing important?
Equipment can be correctly installed but still require configuration and adjustment. Microphones, screens, presentation files and other systems should be checked before the event begins.
Should you schedule a rehearsal?
Rehearsals can be particularly useful for events involving performers, presenters, multiple technical cues or complicated changeovers. They allow people to check the systems and understand the programme.
How long does equipment dismantling take?
This depends on the equipment, venue and access arrangements. Dismantling, loading and site clearance should be included in the event schedule rather than treated as an afterthought.
Equipment hire arrangements may need to cover more than the hours your guests are present. Installation, testing, rehearsals and removal all affect the technical timetable.
What additional planning is needed for outdoor AV?
Outdoor events introduce additional considerations because equipment and temporary infrastructure may be exposed to changing conditions.
Weather
Rain, wind, direct sunlight, temperature and changing conditions can affect equipment and installations.
Ground conditions
Uneven, soft or waterlogged ground can affect equipment positioning, support structures and access.
Temporary infrastructure
Outdoor events may need suitable structures, electrical distribution, protection and contingency arrangements.
Can indoor AV equipment be used outside?
Only where the equipment and installation are suitable for the intended environment. Some equipment may need an appropriately designed protected location, while other equipment may not be suitable for the proposed conditions.
What happens if the weather becomes unsafe?
Events should have appropriate monitoring, responsibilities and contingency arrangements. Depending on the conditions, particular activities may need to stop or the event may need to be suspended. Decisions should be based on site-specific assessments and competent advice.
How do you secure outdoor speakers and screens?
Supports and temporary structures must be appropriate for the equipment and site. Elevated speakers and large LED screens may be particularly affected by wind loads. Specialist design, installation and inspection may be necessary.
Read Planning AV for an Outdoor Event for more detailed advice.
How much space do you need for event equipment?
AV equipment needs suitable installation and operating space. It's important to consider where equipment will be positioned rather than simply whether it will physically fit.
What positions may need to be planned?
- PA speakers and subwoofers.
- Screens and projectors.
- Lighting stands and support structures.
- Mixing desks and technical control positions.
- Cameras and recording equipment.
- Cable routes.
- Backstage storage.
- Safe access for technicians.
Where should the sound engineer sit?
For many live performances, it's useful for the sound engineer to work from a position that provides a representative listening experience. The right control location depends on the venue, sound system and programme.
Do AV suppliers need backstage space?
Some events require space for equipment cases, spare items, cables and technical preparation. The requirements depend on the production and should be discussed with the venue.
Can technical equipment obstruct audience views?
Yes. Poorly positioned speakers, lighting stands and control areas can interfere with sightlines. Agree equipment locations with the venue and organiser before installation where possible.
Who's responsible for event power and technical safety?
Several parties may be involved in planning and delivering an event, including the organiser, venue, AV supplier, electrical contractor and other specialists.
Responsibilities depend on the contracts, equipment and work involved. They should be agreed before installation begins rather than assumed.
| Party | Responsibilities to clarify |
|---|---|
| Event organiser | Overall event coordination, programme, supplier communication and arrangements for the wider event. |
| Venue or site | Available facilities, existing infrastructure, access arrangements, site rules and relevant venue responsibilities. |
| AV supplier | Technical equipment requirements, agreed installation activities, equipment operation and responsibilities under the service arrangement. |
| Electrical contractor | Agreed electrical design, temporary power, distribution, connections, inspection and testing where applicable. |
| Other contractors | Staging, temporary structures, rigging, catering or other installations under their agreed scope of work. |
Important: This table identifies areas for discussion, not a fixed allocation of legal responsibilities. Actual duties depend on the event, relevant law, agreements and work being undertaken.
Who supplies electrical power for an event?
It varies. The venue may supply permanent electrical infrastructure, while an organiser or specialist contractor may arrange temporary power. The AV supplier should communicate its equipment requirements, and all parties should agree who provides and connects the supply.
Who is responsible for cable safety?
Contractors need to manage the safety of their work and coordinate shared arrangements appropriately. The organiser and venue may also have responsibilities for the wider event and site.
Do you need a risk assessment for AV equipment?
Suitable risk assessments and other safety documentation may be required depending on the equipment, venue, activities and applicable duties. Larger events may also need method statements and coordinated installation plans.
Is an AV supplier responsible for the whole event's safety?
Not automatically. The AV supplier's responsibilities relate to its agreed work and applicable duties. The wider event and other contractors may have separate responsibilities that also need to be managed.
Confirm responsibility for power, access, equipment positioning, installation and safety measures before the event.
Common mistakes when planning event set-up.
Many event set-up problems occur because important practical arrangements weren't checked early enough.
Assuming enough power
An available electrical socket doesn't automatically mean sufficient spare capacity.
Forgetting loading access
Large equipment can be difficult to move through narrow entrances or long routes.
Allowing too little time
Installation, testing and rehearsals all need space in the schedule.
Leaving cables until last
Furniture and staging can make suitable cable routes more difficult to arrange.
Overlooking weather
Outdoor equipment and structures need arrangements suitable for the conditions.
Unclear responsibilities
Power, access, installation and contractor coordination should be explicitly agreed.
What's the best way to avoid these problems?
Share site details early, allow appropriate installation time and clarify responsibilities. An experienced AV supplier can help identify practical questions that need answering before equipment is booked.
Event power, access and set-up planning checklist.
Use this checklist when preparing your venue, arranging technical equipment hire or briefing your AV supplier.
Electrical power
Venue and site access
Equipment positioning
Installation and operation
Outdoor and safety arrangements
Start by identifying what's known, what's uncertain and who is responsible for each area. Read What to Tell Your AV Supplier for help preparing your initial enquiry.
Hillside’s advice: good set-up starts before arrival.
Planning the electrical provision, access, equipment positions and installation schedule early can prevent avoidable problems when the technical team arrives on site.
Common questions about event power and set-up.
How much electrical power does event AV equipment need?
It depends on the equipment and operating requirements. Smaller systems may have modest needs, while larger sound, lighting and LED installations may require dedicated distribution. The appropriate supply should be assessed using equipment specifications and site infrastructure.
Can I plug a PA system into a normal socket?
Some PA systems can use standard mains outlets if the electrical supply, equipment and existing loads are suitable. Larger systems may need other arrangements. An available socket doesn't automatically have sufficient spare capacity.
Do I need a generator for an outdoor event?
Not always. Some outdoor sites have suitable permanent power supplies. Temporary generation may be needed where mains electricity is unavailable, insufficient or unsuitable.
How do you work out what size generator an event needs?
Generator selection should be based on electrical loads, operating characteristics and distribution requirements, not guest numbers alone. A competent supplier should assess the installation.
How long does AV equipment take to set up?
Set-up time varies according to the equipment, venue, access and event complexity. Allow time for delivery, installation, connections, testing, rehearsals and dismantling afterwards.
Do event cables need to be covered?
Cables must be appropriately routed and protected for the location and risks. Cable ramps or other protection may be suitable in some areas, taking account of pedestrians, vehicles, accessibility and emergency routes.
Can you use indoor AV equipment outside?
Only where the equipment and installation are suitable for the conditions. Outdoor operation may require appropriately rated equipment, protected locations and additional electrical or structural arrangements.
Who is responsible for providing event power?
It depends on the arrangements. The venue, organiser or specialist electrical contractor may provide the electrical infrastructure. The AV supplier should identify its equipment requirements, and responsibilities should be clearly agreed.
Planning an event? Get the practical details right.
Tell Hillside where your event is taking place, what you're planning and what you know about the venue. Hillside can help identify technical requirements and the practical arrangements that need to be checked before installation.
Supporting events and productions across Worcestershire, Herefordshire and Gloucestershire, with UK travel for suitable projects.
Talk to Hillside about your event →Discover Audio & Sound, Lighting & Effects, Video, Screens & Projections and Staging & Set.
Explore Equipment Hire, or see how Hillside supports Events & Festivals, Business & Corporate Events and Sport & Public Events.