Tech and AV checklist

Audio is the single most important technical decision. Hybrid is harder than people think. Practice every transition before doors open.

Losing audio in the first three minutes kills the event. AV is not a side detail. The AV/runner role exists because every other role assumes audio works.

Audio basics. One handheld wireless for the facilitator. One handheld wireless for the floor (Q&A). One lavalier for the official (or a third handheld). Test all three before doors open. Bring spare batteries. Have a wired backup mic in the bag — wireless dies.

Recording. Audio-only backup on a separate device, plus video on at least one camera locked on the official. Two cameras if you have the volunteer capacity — one on the official, one on the room.

Captioning and interpretation. If you advertise Spanish interpretation, the interpreter needs a separate channel and the audience needs headsets. If you advertise live captioning, you have either a CART captioner on-site or a confirmed remote captioner with a tested feed. Captioning that fails mid-event is worse than no captioning at all.

Hybrid. If you stream, you commit to a separate AV stack: dedicated camera, separate audio feed, a moderator for the online chat, a confirmed test stream 48 hours before. Hybrid is not free — it costs a second AV/runner.

Projector and slides. Maximum 2 slides for the entire event. One title slide, one scorecard slide. Slides compete with the speakers for attention.

Pre-event checklist. 60 minutes before doors: AV setup begins. 30 minutes before: full audio test, all three mics. 15 minutes before: speakers in the room, mic check with each one. 5 minutes before: livestream live, captioner active, doors open.