Whether your brief involves a wedding ceremony, reception, product launch, conference or awards night, clarify the experience before requesting equipment quotes. Requirements depend on venue, audience, schedule and the desired final deliverables.
Map the event into different moments
Write down the key segments: arrival, ceremony, speeches, live performance, entertainment, presentation or awards. Each moment may need a different microphone position, music source, lighting mood, visual cue and camera plan. Outdoor and indoor settings can require different technical solutions.
Define what the venue already provides
Ask about existing power distribution, load-in hours, ceiling height, rigging permissions, stage dimensions, noise restrictions and on-site technical support. If the event is outside, discuss weather protection and ground conditions. Never assume a built-in speaker system is sufficient for a live band simply because it supports speeches.
Prepare a simple microphone and playback brief
Count presenters, officiants, hosts, singers and performers. Note handheld wireless, headset, lectern and backup microphone needs. Collect ceremony music, walk-in tracks, stings and videos well before the event. Assign one person to provide the final approved files; playback from several personal phones invites avoidable surprises.
Coordinate lighting, screens and brand visuals
For speeches, even front lighting helps attendees and cameras see faces. Mood lighting can be added without washing out projected slides. If LED screens are planned, confirm the actual pixel dimensions and operator requirements with the screen supplier. Provide final brand assets, sponsor slides and content in the agreed format.
Treat photography, video and livestream as separate deliverables
A documentary event video, short social highlight, multi-camera livestream and formal portrait gallery have different schedules and teams. Specify must-capture moments, access to the stage, deliverable duration, editing preferences, delivery timelines and who has consent to appear online. Discuss audio feeds and camera sightlines with the AV team before setup day.
Build the run of show with technical cues
Share a single schedule that lists each entrance, speech, performance, video roll, lighting cue and stage change. Identify who can make final decisions when timings change. Build in time for venue access, equipment testing, rehearsals and strike—not only the guest-facing program.
Compare proposals fairly
Look beyond the equipment count. Ask vendors to specify crew roles, transport, setup time, standby support, backup arrangements, deliverables, payment milestones and what is excluded. A cheaper quote may cover less production responsibility. Confirm final scope and availability in writing.
Your short checklist
- Venue details, event date and expected attendance confirmed.
- Microphone, music and playback cues written down.
- Lighting and LED content format agreed with the supplier.
- Photography, filming and streaming outputs individually described.
- Run of show, supplier responsibilities and contingency plan shared.
Ready to plan the next step?
Tell us what you're preparing, the venue or project context, and your ideal timeline. We can discuss a suitable scope; equipment, rates and availability are confirmed separately.
Discuss wedding and event AV production in Accra