You do not need a finished equipment list to start an AV enquiry. A clear description of the event helps the rental team ask the right questions and recommend a connected setup. Use the points below to prepare a brief for a corporate event, wedding, performance or private celebration.
1. Dates and access timings
Include the event date or dates, the time the equipment must be ready, show hours and the available installation and dismantling windows. A multi-day event or a venue with restricted access can affect crew, transport and scheduling. Make the difference between setup time and show time clear.
2. Venue and audience layout
Share the venue name and the actual areas being used. A floor plan, room dimensions and photographs are useful. Include whether the event is indoors or outdoors, expected guests, seating style and any separate spaces for a ceremony, dinner, presentation or dance floor.
3. Programme and performers
Send the running order when you have it. Note speeches, panels, DJs, bands, awards, video playback and entrances. For performers, include the technical rider or equipment list. Tell the team about changeovers and any moments where sound, video, lighting and effects need to change together.
4. Sound requirements
Describe what the audience needs to hear and who will use microphones. Include presenters, panel numbers, a DJ or live band and any separate sound areas. If you already have equipment preferences, share them with the venue layout rather than as a list without context.
5. Lighting and visual references
Share the atmosphere, colours and reference images you have in mind. Identify the stage, room, architectural features and dance floor that need attention. If fixtures are listed, explain whether supporting truss, control and technical operation are already covered or should be included.
6. Screens, cameras and content
For a screen, provide the required width and height or the space available. Explain whether it will show slides, film, graphics or a camera feed. If cameras, recording or streaming are needed, describe the output and audience rather than only the number of cameras. Final content format should be checked against the agreed system.
7. Stage, structures and venue restrictions
Include stage dimensions, intended use and the equipment or performers it will support. Send venue rigging documentation and any restrictions on structures, access or effects. Configuration and operating arrangements need to be discussed for the actual site.
8. Crew, transport and budget
State whether you need installation only or technical support during the programme. Include transport location details and any access restrictions. A budget or priority list helps the team discuss where the equipment and production scope can be adjusted while keeping the event requirements clear.
Send what you have.
A partial brief is enough to begin. Share your dates, venue and ideas, and we can help you identify the missing details.