In short: a good AV brief tells a supplier what happens in the room, minute by minute, and what the venue allows. With the programme, the audience, the venue’s technical details and a list of who is responsible for what, suppliers can quote the same thing and you can compare them. Without it, each supplier guesses.
This guide is a practical template for organizers requesting sound, lighting and screen (AVL) proposals for a business event. For what our own AVL service covers, see AVL production.
1. The event in one paragraph
- event name, type (conference, launch, gala dinner, workshop) and purpose;
- dates, daily start and finish times, and the city;
- the organizer’s contact for technical questions, and who signs off decisions.
2. The programme
Suppliers size equipment and crew from the run of show, not from the event title. Include:
- a draft agenda with session times, breaks and changeovers;
- session formats: keynote, panel (how many seats), fireside chat, award, performance;
- moments that need cues: walk-in music, video playback, reveals, awards, live voting;
- rehearsal needs: which sessions need a rehearsal, and when the room is available for it.
3. The audience
- expected attendance and the seating layout (theatre, classroom, banquet, standing);
- whether the audience includes remote viewers;
- languages, and whether interpretation is needed;
- accessibility needs you already know about.
4. The venue
Ask the venue for these early. Many AV decisions depend on them.
- the hall name, dimensions and ceiling height, with a floor plan;
- rigging points and load limits, and whether rigging is allowed;
- available power, its location and who connects it;
- the venue’s in-house AV equipment and whether outside suppliers can use or replace it;
- access times for load-in, build, rehearsal and take-down;
- any venue rules on noise, haze, open flames or floor loading.
5. Outputs: what each element needs to do
| Element | Questions to answer in the brief |
|---|---|
| Sound | How many microphones at once, and which types (handheld, lapel, headset, lectern, panel)? Music playback? Recording? |
| Screens and LED | Content to show (slides, video, live camera)? Aspect ratio of the content? Viewing distance from the back row? |
| Lighting | Stage wash only, or also ambient and show lighting? Will the stage be filmed or streamed? |
| Stage | Stage size and height, steps, lectern, backdrop? |
| Presenters | Confidence monitors, timers, clickers, a backstage area? |
| Streaming and recording | Platform, number of cameras, who provides the internet connection? |
| Interpretation | Which languages, how many listeners, booths or a portable system? |
6. Content and speaker files
- the slide format and aspect ratio you will use;
- deadline for final presentations and who collects them;
- videos with sound, and their file formats;
- speakers who will bring their own laptops, and what connections they need.
7. Who is responsible for what
A responsibility table prevents gaps between the organizer, the venue and the supplier. Fill it in before asking for quotes.
| Item | Organizer | Venue | AV supplier |
|---|---|---|---|
| Power connection | |||
| Internet for streaming | |||
| Presentation collection and checks | |||
| Stage and backdrop | |||
| Show calling during sessions | |||
| Interpretation | |||
| Rehearsal schedule |
8. Budget and decisions
- a budget range, or which elements are fixed and which are flexible;
- the date you need proposals by, and when you will decide;
- what you want back: an equipment list, a technical plan, crew numbers and a schedule.
A one-page brief template
Copy the headings below into your own document and fill them in. Attach the agenda and the venue floor plan.
- Event, purpose, dates, city, contacts
- Programme and cue moments
- Audience size, layout, languages, remote viewers
- Venue: hall, dimensions, ceiling, rigging, power, in-house AV, access times
- Outputs needed: sound, screens, lighting, stage, presenters, streaming, interpretation
- Content and speaker files: formats and deadlines
- Responsibility table
- Budget range and decision dates
Hypothetical example
This example is invented for illustration and does not describe a real event.
A one-day conference for 250 people in a hotel ballroom has a keynote, two panels of four speakers and a short video at the opening. The brief states the panel sizes, so suppliers can count microphones; the viewing distance, so they can size the screens; and that the venue’s in-house projector may be replaced. Two proposals come back with the same scope, and the organizer can compare them on approach and price instead of guessing what each one left out.
How BiliEvent can help
We provide sound, lighting, LED screens, staging and on-site technicians for events in Saudi Arabia. Interpretation, live streaming and recording are arranged with specialist partners when needed. We start by assessing the room, the audience, the content and the schedule, then share a setup, a quote and a technical plan with the venue.
Plan your AVL setup, or see our event management service.
Last reviewed: October 15, 2026