TL;DR

An AV planning timeline begins the day you start looking at venues. About 12 months out for a large event, settle your objectives, attendance and budget. Then lock down the venue contract and AV scope by about six months out. Finalize speakers, content and the run-of-show by three months out. Smaller events can compress the schedule, but the order stays the same. Skip a step, and the cost usually shows up at the event.

Most event planners know AV matters. Fewer know when to bring it in. The answer is earlier than you think, because AV decisions shape the venue, the budget and the schedule. A late start means inheriting choices someone else made. 

Here is how the right AV planning timeline typically breaks down, with the caveat that the dates provided are a guide. A 100-person meeting moves faster than a multi-day, multi-room conference.

12 Months Out: Define the Event

Begin with purpose, not equipment. Why is this event happening, who is it for and what outcome does management expect?

Estimate attendance, since headcount drives venue size, seating and presentation needs. It also drives power and Internet demand, which becomes important when you talk to venues. Even if you don’t have themes and creative settled, you will most likely know roughly how many people you expect.

Decide whether you need a simple meeting setup or a full production, and set a budget range with some room for additions. This is also the time to call an AV partner. 

Early advice on scope and cost is far cheaper than calling after the venue is booked. It’s here that a good partner will flag constraints before you commit to a room.

9 Months Out: Lock the Venue

Before you sign, negotiate an addendum that preserves your right to use an outside AV company without fees or penalties. Without it, you can face restrictions and charges once the contract is signed. 

Ask for the venue’s in-house AV requirements in writing, along with power, rigging limits, ceiling heights, load-in paths and early access hours. Access times drive labor costs, so they belong in the conversation now.

Power and Internet deserve the same attention. Use your attendance estimate to ask the venue for quotes for both, in writing, before your sign. These costs are often negotiable, and your leverage depend on circumstances. 

Does your event happen to occur during the venue’s slow season? Are you bringing in  a large number of attendees who need hotel accommodations and food and beverage? The more business your event brings into the venue, the more room you’ll have to negotiate.

6 Months Out: Define the Scope

With the venue chosen, turn the concept into a defined AV plan. Schedule a site walkthrough, because what’s on the floor plan and what’s in the room are often different. 

Map out each session type, from keynotes and panels to breakouts and hybrid sessions, and note how many rooms will run at the same time. Then ask for an itemized quote that separates equipment, labor, freight, tax and venue fees, with assumptions in writing. A single line reading “audio visual” gives you nothing to compare.

3 Months Out: Build the Show

Content is where schedules usually slip, so set a slide deadline now and make it firm. Confirm speakers and moderators, draft the run-of-show and cue sheet, and start any custom content. Finalize the labor schedule for setup, rehearsal, show and strike, and plan load-in around venue rules.

Document your contingency plans too: backup gear, power, internet and what happens if a presenter doesn’t show. And name one on-site decisionmaker. Problems get solved faster when someone has the authority to make the call.

One Month to Show Day: Finalize and Rehearse

A month out, confirm final counts, collect all content, share the contact list and escalation path, and schedule the technical rehearsal. In the final week, freeze content as early as you can, since late changes are the most common cause of playback problems. Then rehearse with the real presenters, content and cues, on the real stage, with time left to fix what you find.

After the event, collect recordings and graphics, hold a short debrief with your AV partner, and write down what to change next time.

Short on time? Protect these first: a clear scope and budget, your venue’s AV rules, a site walkthrough, a firm content deadline and at least a partial rehearsal. Careful planning reduces risk but keep some budget in reserve. Something will still find a way to show up.

FAQ

How far in advance should you start planning AV for a corporate event?
For a large conference, about 12 months out, starting alongside venue selection. For a smaller meeting, a few months is often enough. Earlier planning gives you more options and more negotiating room.

When should you hire an AV company?
As early as the concept stage, before you sign a venue contract. An AV partner can advise on scope, budget and contract language before decisions are locked in.

What should you decide first when planning event AV?
Objectives, anticipated attendance and whether you need a meeting setup or a full production. These determine the venue size, equipment and crew.

How long before an event should slides be due?
Set the deadline early enough to load, test and fix files before the technical rehearsal, often a week or more before the event, longer for complex programs. Your AV partner can recommend a date based on your show.

Can you plan AV for a small meeting in less time?
Yes. The sequence stays the same, but the steps are shorter, and some can be combined. Skip a step, and you may face problems at the event.

Next Step

Use this timeline as a working checklist, then compare it against your current AV partner’s plan. Our free guide, 12 Signs Your “Good Enough” Audio Visual Partner Is Costing You Time, Money, and Confidence, lists what to ask for at each stage.