The final 24 hours before an event can make or break the entire production. At Eagle AV, we’ve supported enough events to know: last-minute mistakes are rarely technical — they’re usually preventable. That’s why having a detailed AV readiness checklist is one of the most powerful tools in your playbook.
Whether you’re working with our audio systems, video switchers, LED walls, lighting rigs, or power distros, this article walks you through the key checks you should complete one day out — no matter the event size.
1. Confirm Equipment Delivery and Setup
Start by making sure everything has arrived, is positioned properly, and powered on.
✅ All AV rental equipment has been delivered and accounted for
✅ Gear is physically placed where it needs to be (e.g., FOH, backstage, stage left/right)
✅ Equipment is powered up and tested for basic functionality
✅ Accessories (cables, adapters, clamps, stands) are on-site and organized
✅ Truss, lifts, and rigging gear have been safely secured and certified
Pro Tip from Eagle: Don’t assume “it was in the case” — verify every cable and adapter, especially for signal conversions and international power.
2. Run a Full Technical Rehearsal
This is where the magic (and mistakes) show up early — and can still be fixed.
✅ Test all microphones (handheld, lav, headset) for level, clarity, and feedback
✅ Confirm video routing from source (laptop, camera) to display (LED, projector)
✅ Playback all content: slides, video files, walk-on music, bumpers
✅ Verify lighting presets and cue triggers (DMX or console controlled)
✅ Simulate transitions, speaker changes, or breakout room handoffs
Bonus: Walk through the show flow with your team. It doesn’t need to be full-scale — even 10 minutes of dry-run will save you 10x the time during the event.
3. Check Power and Connectivity
Power and signal paths are invisible — until something fails. Don’t skip this.
✅ Confirm all gear is on dedicated, grounded power sources
✅ Distros and cables are routed safely and labeled clearly
✅ Internet (hardwired or Wi-Fi) is stable and fast enough for any streaming needs
✅ Backup power (UPS or generators) is connected and functioning
✅ Tape, ramp, or protect all power and data cables in high-traffic zones
Need help calculating power draw or checking your distro plan? That’s what we’re here for.
4. Confirm Redundancy and Emergency Preparedness
Backup gear isn’t a luxury — it’s what separates a professional show from a panic.
✅ Extra mics, cables, and batteries are on-site and accessible
✅ Duplicate content is loaded on a second playback device (if applicable)
✅ Technical contacts and support numbers are shared with the on-site team
✅ A plan is in place for switching sources or rerouting signal in case of failure
Eagle Reminder: We offer backup kits for critical systems — just ask in advance.
5. Communicate with Venue and Vendors
AV is rarely working in isolation — be sure your crew is in sync with the whole event ecosystem.
✅ Review the final layout and tech plan with venue staff
✅ Confirm dock access, elevator use, and showtime lockouts
✅ Verify lighting controls (dimming house lights, triggering cues)
✅ Establish a clear contact chain for emergencies or changes
It’s not just gear that needs to be plugged in — it’s people, too.
Final Thought: Don’t Wait Until Show Day
Most AV disasters don’t happen because of bad gear. They happen because something wasn’t checked.
At Eagle AV, we’ve built our process around helping clients avoid those high-stress moments. By using this checklist the day before your event, you’re giving yourself the margin to solve issues while there’s still time to fix them — not when the audience is watching.
