What to tell your AV supplier.
You don't need to understand speakers, lighting desks or video equipment to ask for professional AV support. Here's what information to share so your supplier can recommend the right solution for your event.
What information does an AV supplier need?
An AV supplier will usually need to know what your event is, when and where it's taking place, how many people are attending and what you want the audience to see and hear. Information about the venue, programme, existing equipment, budget and technical support also helps them recommend suitable options and prepare a quotation.
You don't need to know which microphones, speakers, screens or lighting fixtures to request.
In fact, starting with an equipment list can sometimes make things more complicated if you're not sure whether it's suitable.
The best AV brief explains what you're trying to achieve, rather than attempting to specify every piece of equipment.
What type of event are you organising?
Start by explaining what your event is and what needs to happen. A conference, festival, wedding, theatre production and sporting event can all use AV equipment, but their priorities are different.
Tell your supplier the type of event, its purpose, expected audience, main activities and what you want attendees to experience.
Your event
What are you organising, why is it taking place and what activities are planned?
Your audience
Who is attending, how many people are expected and where will they be?
Your objectives
What do people need to see, hear and experience for the event to work well?
What should you tell an AV supplier about your event?
For example: "We're organising a business conference for around 150 delegates. There will be several presentations, a panel discussion and audience questions. Everyone needs to hear the speakers and see the slides clearly." That's already a useful starting point.
Do you need to know exactly which equipment you want?
No. Explain the event and let the supplier help identify what is suitable. If you already have an equipment list, share it alongside an explanation of what you'll use it for.
Read How to Work Out What AV You Need for further guidance.
What dates and timings should you provide?
Your event date is essential for checking equipment and staff availability. However, a supplier also needs to understand when equipment can be installed, tested and removed.
Useful timings to include
- Event date or dates.
- Guest arrival time.
- Event start and finish times.
- Access times for suppliers.
- Rehearsals and soundchecks.
- Breaks and technical changeovers.
- Equipment dismantling and collection.
Why do set-up and dismantling times matter?
Technical equipment needs time for unloading, installation, cabling, testing and removal. Larger systems or complicated sites may require significant preparation and coordination with other contractors.
What if the event programme isn't final?
Share your current schedule and explain which details are provisional. It's easier to plan around known uncertainties than discover significant changes immediately before the event.
What venue details should you share?
The venue can have a major influence on equipment choice, installation and cost. Even with the same audience size, different spaces can require very different arrangements.
Space and layout
Venue name, address, room dimensions, stage or presentation area and audience layout.
Available facilities
Existing AV equipment, electrical power, internet and relevant venue restrictions.
Site access
Loading arrangements, parking, stairs, lifts, access times and installation limitations.
Should you send photographs or floor plans?
Yes, if available. Photographs and plans can help explain audience layout, equipment positions, access and existing facilities. They don't replace a site visit where one is needed, but they're a useful starting point.
Does an AV supplier need to visit the venue?
Not always. Straightforward equipment hire may be planned through photographs, floor plans and discussions. A larger or technically complicated event may benefit from a site visit.
What if the venue already has AV equipment?
Tell the supplier what's included and what the equipment can do. Existing facilities may meet some requirements, but compatibility, performance and operation should be checked.
For more detail, see Event Power, Access and Set-Up.
How many people are attending your event?
Audience numbers help establish the likely scale of the sound and visual requirements, but the audience's arrangement is just as important.
- How many people are expected?
- Will they be seated or standing?
- How will they be arranged?
- Will they move between areas?
- How far will they be from the stage or screens?
- Do separate rooms or spaces need coverage?
Do audience numbers need to be exact?
Not always. An estimated range may be enough for early planning, but significant changes can affect requirements and should be shared as plans develop.
Why does audience layout matter?
One hundred people seated near a stage have different requirements from 100 people spread across an outdoor site. Sound coverage, screen visibility and equipment positioning depend on the actual layout.
Read What Size PA System Do I Need? for more information.
The best starting point isn't "What equipment should I hire?" It's "What does my audience need to see, hear and experience?"
What should you tell your supplier about sound?
You don't need to specify speaker models or amplifier power. Explain what sound will be used for and where people need to hear it.
Speech
Presentations, announcements, interviews, panel discussions and audience questions.
Music
Live bands, performers, DJs, background music and recorded playback.
Coverage
Main audience areas, separate rooms, outdoor spaces and any noise restrictions.
Do you need to know how many microphones to request?
Not necessarily. Tell the supplier how many people will speak, whether they'll move around and whether anyone will ask questions from the audience. This will help identify suitable microphone arrangements.
What if you're booking a live band?
Ask the band for its technical requirements, including performers, instruments, microphones, monitoring and any equipment it supplies itself. Sharing these details avoids duplicated or incompatible arrangements.
Should you mention sound restrictions?
Yes. Venue noise limits, sound limiters and applicable licence conditions can influence speaker positioning, equipment selection and operation. Share them early.
Explore Hillside's Audio & Sound services.
What should you explain about screens and video?
If people need to see presentations, graphics, films or live camera feeds, explain what will be shown and where the audience will be.
You don't need to decide immediately between a projector, LED screen or video wall.
What content?
Slides, detailed spreadsheets, graphics, videos or live camera feeds.
Who needs to see it?
Audience numbers, viewing distances and seating positions.
What lighting conditions?
Whether the space is bright, dark or exposed to daylight.
How many sources?
Presenters' laptops, playback systems, cameras and changing content.
Should you mention detailed presentation slides?
Yes. A screen showing small text, charts or spreadsheets may need to be larger or positioned differently from one showing simple photographs or video.
What if you're unsure which display to use?
Describe the content, audience and venue conditions. Your supplier can then consider suitable screen size, technology, brightness, installation and budget.
Read Projector, LED Screen or Video Wall? or explore Video, Screens & Projections.
What lighting information should you provide?
Lighting can provide practical visibility, support a performance or create a particular atmosphere. Explain what you want the space to look and feel like.
- Presenter and stage lighting.
- Performance lighting.
- Decorative or atmospheric lighting.
- Colour-changing lighting.
- Lighting for photography or video.
- Lighting changes throughout the event.
- Special effects, where appropriate.
Do you need to know which lighting fixtures to hire?
No. For example, saying "We want the stage to look professional during presentations, with a different atmosphere for the evening awards" gives your supplier a useful starting point.
Should you share reference photographs?
Yes. Reference images can help explain colours, atmosphere and stage appearance. Tell the supplier what you like about the images rather than assuming every detail needs reproducing.
Explore Lighting & Effects.
What additional information is needed for an outdoor event?
Outdoor events often require additional planning because electrical power, weather protection and suitable technical infrastructure may not already be available.
Site conditions
Ground surfaces, stage positions, audience layout and vehicle access.
Power supply
Available electrical provision and whether temporary power may need to be arranged.
Weather and restrictions
Exposure, contingency planning, neighbouring properties and site-specific conditions.
What if there's no electrical power on site?
Tell your supplier early so the requirements can be assessed and suitable arrangements planned with competent specialists. Don't assume an ordinary socket or generator will automatically be sufficient.
What if rain or wind could affect the event?
Explain the site conditions and available contingency arrangements. Equipment, temporary structures and electrical systems must be suitable for the intended environment.
Should you tell an AV supplier your budget?
Yes, if you have an approximate budget or range. It helps the supplier identify realistic options and avoid developing a proposal that doesn't match your expectations.
What if you don't know how much AV should cost?
That's common. Describe the event and what you want to achieve. Ask which elements are essential, which are optional and what different levels of support might involve.
Does giving a budget mean you'll be quoted that amount?
Not necessarily. A budget helps define what is realistic, but the quotation should still explain the proposed equipment, services and what's included.
What might be included in an AV quotation?
- Equipment hire.
- Delivery and collection.
- Installation and dismantling.
- Technical staff.
- Rehearsals and preparation.
- Additional infrastructure or equipment.
- Hire duration and event days.
Explain your priorities. You may decide that reliable sound and clearly visible presentations matter more than additional decorative effects. An AV supplier can help identify where the available budget is best spent.
Do you need equipment hire or managed AV?
The right level of support depends on the event's complexity and whether your team has experience operating technical equipment.
Equipment hire
Provides agreed technical equipment, with delivery, installation and demonstrations depending on the arrangement.
Managed AV support
May include planning, equipment selection, installation, testing, technical staff and operation throughout the event.
How do you decide how much support is needed?
Think about the equipment, number of users, programme complexity, technical experience available and whether the systems require adjustments during the event. Ask your supplier to explain the options.
What other equipment and suppliers should you mention?
Tell your AV supplier what is already booked or provided by your venue, band, DJ, staging contractor or other technical suppliers.
Different suppliers may need to share space, power or technical connections. Early coordination can help avoid duplicate hire, compatibility problems and unclear responsibilities.
Useful details to share
- Other suppliers involved.
- Equipment they're providing.
- Any systems that need connecting.
- Their access and installation times.
- Who will operate each system.
- Contact details for technical coordination.
Can equipment from different suppliers work together?
Often, but compatibility and responsibility should be confirmed. Don't assume systems will connect simply because they're both professional equipment.
What questions should you ask your AV supplier?
An AV enquiry should be a two-way conversation. It's reasonable to ask why particular equipment or support is being recommended.
- What equipment or approach would you recommend?
- Why is it suitable for our event?
- What information do you still need?
- What is included in the quotation?
- Are delivery and installation included?
- Will technical staff be present?
- What do we need to provide at the venue?
- How much installation and testing time is needed?
- Are there any restrictions or risks to consider?
- What happens if our requirements change?
- Who will be our main point of contact?
- How will equipment be removed after the event?
A useful discussion should involve questions about your audience, venue, programme and priorities. The supplier should explain why an approach is suitable, rather than simply offering a list of equipment.
Common mistakes when briefing an AV supplier.
Many event AV problems start with missing or unclear information rather than the equipment itself.
Starting with equipment
Explain the event and objectives before requesting particular technical products.
Forgetting set-up time
Allow time for delivery, installation, testing, rehearsals and removal.
Assuming the venue has everything
Check what existing equipment can actually do and who's responsible for it.
Missing other suppliers
Share details of bands, DJs, staging companies and technical contractors.
Leaving details too late
Changes to the programme can affect microphones, screens, lighting and operation.
Forgetting practical constraints
Check power, access, venue restrictions, budget and installation space.
What if you're unsure about your requirements?
Say so. Explain what's confirmed, what's provisional and where you'd like advice. The purpose of an initial brief is to start the right conversation, not to prove you already understand the technical details.
Your event AV brief checklist.
Use this checklist when contacting an AV supplier or requesting a quotation.
Essential event details
Venue and logistics
Sound requirements
Screens and lighting
Budget and support
The purpose of an AV brief is to begin a useful conversation. Start with what you know and be clear about where you need advice.
Example: an AV brief you can copy.
You can use the example below as a starting point when contacting Hillside or another AV supplier.
Replace the details in square brackets with your own information. For a straightforward equipment hire enquiry, you can make it shorter.
Example event AV enquiry — edit and copy
You can edit this example, then click inside the box, press Ctrl+A and Ctrl+C to copy it (or select all and copy on your device).
Ready to discuss your event?
You know more about your event than you think. Tell Hillside what you're planning, and Hillside can help work through the technical details.
Tell Hillside about your event →Hillside’s advice: start with the event, not the equipment list.
Understanding the purpose, audience, venue and programme is often more useful than being given a list of equipment without any context.
Common questions about briefing an AV supplier.
What should I tell an AV company when requesting a quote?
Start with the event type, date, venue, audience size and programme. Explain what people need to see and hear, any existing equipment and your approximate budget. The supplier can then ask follow-up questions and recommend suitable options.
Do I need to know what AV equipment I need before contacting a supplier?
No. Explain what you're planning and what you want to achieve. An experienced supplier can help identify the appropriate equipment and support.
Should I give an AV supplier my budget?
Yes, if you have a budget or approximate range. It helps the supplier consider realistic solutions and understand which requirements should be prioritised.
Will an AV supplier need to visit my venue?
Not always. Simple events may be planned using photographs, floor plans and discussions. Larger or more technically complicated projects may benefit from a site visit.
What is an AV technical brief?
An AV technical brief describes an event, venue, audience, programme and technical requirements. It helps suppliers understand what is needed and prepare a suitable proposal or quotation.
How early should I contact an AV supplier?
As early as practical, particularly for larger events, busy dates or specialist requirements. Early discussions provide more time to assess the venue, coordinate suppliers and plan the technical arrangements.
Can an AV supplier help if I only know what I want to achieve?
Yes. Explaining the result you're aiming for is a valuable starting point. Your supplier can help work through the sound, lighting, video and practical requirements.
What happens if my requirements change after receiving a quote?
Tell your supplier as soon as possible. Changes to audience numbers, venue arrangements, timings or programme may affect the equipment, staffing, availability and cost.
You don't need to know the technical terminology.
Tell Hillside what you're planning, where it's happening and what you want your audience to experience. Hillside can help identify appropriate sound, lighting and video solutions and the right level of technical support.
Supporting events and productions across Worcestershire, Herefordshire and Gloucestershire, with UK travel for suitable projects.
Tell Hillside about your event →Discover Audio & Sound, Lighting & Effects, Video, Screens & Projections and Equipment Hire.
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