Planning a conference in London is inherently complex. Venues vary wildly—from purpose-built modern exhibition centres to historic listed buildings with strict heritage restrictions. While catering and delegate registration are crucial, the technical AV delivery is what attendees will remember if it goes wrong. Use this checklist to ensure your technical production is bulletproof.

Phase 1: Venue Scoping & Site Visit

• Check power availability: Are there sufficient 32A or 63A 3-phase power drops near the stage location?
• Assess access and logistics: Does the venue have a dedicated loading bay? Are there restrictions on delivery times in London (e.g., ULEZ zones, night-time noise limits)? Will the equipment fit in the service lift?
• Review rigging points: Can the venue's ceiling support the weight of suspended lighting trusses and line-array speakers, or do you need ground-supported AV?
• Internet connectivity: Test the hardwired upload/download speeds. You need a dedicated, uncontended line if you are live streaming (minimum 20Mbps upload).

Phase 2: Video & Presentation Systems

• Screen sizing: Is the main screen large enough for the back row to read comfortably? (Use the 1/6th rule)
• Comfort monitors: Do presenters have 'hide' screens on the floor showing their current slide, next slide, and a countdown timer?
• Presentation management: Is there a dedicated graphics operator at the back of the room managing all slide decks? Never rely on a speaker's personal laptop.
• IMAG (Image Magnification): If you have more than 300 delegates, do you have side screens and a camera crew to show close-ups of the speaker?

Phase 3: Audio Precision

• Microphone counts: Account for specific types—lapel mics for keynote speakers, handhelds for Q&A runners, head-sets for active presenters.
• Frequency management: Central London is highly congested for radio frequencies. Has your AV team surveyed and licensed clean RF channels to prevent microphone dropouts?
• Acoustic treatment: If your venue is a highly reverberant space (like an empty warehouse or museum hall), has the AV team specified distributed speaker delays to ensure clear speech?

Phase 4: Run of Show & Rehearsals

• Cue to cue: Is there a dedicated technical rehearsal schedule? Every transition, video playback, and lighting change needs to be rehearsed under show conditions.
• Show caller: Who is calling the cues? A professional show caller ensures the lighting designer, sound engineer, and video operator are all firing perfectly in sync.

"The difference between a good conference and a great one lies entirely in the rehearsal time. Never skip technical run-throughs."

Don't leave your conference AV to chance. Partnering with seasoned professionals like Akshar Productions ensures every variable is managed. We provide end-to-end technical production across London. Reach out to discuss your upcoming conference.