The quality of an AV brief determines the quality of the AV setup. That is not a complicated point, but it gets ignored more often than it should.
A vague brief gets you a generic quote, a generic setup, and a technician who arrives on the day without a clear picture of what they are meant to be doing. A specific brief gets you accurate pricing, the right equipment for the event, and a crew that has thought about the programme before they arrive.
You do not need to know anything about AV equipment to write a good brief. You just need to describe your event clearly and answer the questions this guide covers. The AV company translates that into a technical specification. That is their job, not yours.
The basics: what every brief needs
These are the non-negotiables. Without them, a quote is a guess.
- Venue name and full address. Not just the area. The actual venue. AV companies often know specific venues and that knowledge affects the quote.
- Event date and day of the week. Weekends and bank holidays affect crew availability and cost.
- Access time for setup and time for breakdown. How long the crew has to set up before guests arrive matters for what is achievable.
- Event start time and finish time. How long the crew is on site is a significant part of the cost.
- Expected number of guests. Room size and audience coverage both depend on this.
- Event type. Conference, awards dinner, product launch, wedding, party. Each has a different AV shape.
The programme: what most briefs leave out
This is where vague briefs cost people money and cause problems on the day.
An AV company cannot design the right microphone setup without knowing how many people will be speaking and what format the speaking takes. They cannot plan the screen content without knowing what needs to appear on screen and when. They cannot manage audio levels if they do not know whether there is background music during dinner, a live band in the evening, and a formal speech programme in between.
You do not need a finalised running order at briefing stage. A rough structure is enough. Something like: arrival drinks for 45 minutes, seated dinner, three speeches, awards ceremony with twelve categories, live band from 10pm. That gives the AV company the shape of the evening and lets them design around it.
The questions to think through when describing your programme:
- How many people will be speaking and in what format? (Panel, individual at a lectern, roving host)
- Will there be video content playing at any point?
- Is there background music during a reception or dinner phase?
- Is there live entertainment? If so, what kind and when?
- Does the room need to change setup between phases? (Dinner to ceremony, for example)
- Are there any specific moments that need a particular technical treatment? (A reveal, a live donation moment, a finalist announcement)
Presenter and content details
These come up late in most event planning processes and should come up earlier.
How many presenters are using laptops? Each presenter laptop that connects to the room system needs to be tested. If three different people are presenting at different points, all three laptops need to work with the room’s connection. This is checked during setup, not during the event.
What operating systems and output ports do they have? Mac laptops without HDMI require adapters. Very new Windows laptops sometimes have only USB-C. Knowing this before the day means the right adapters are in the kit bag.
Is there video content with audio? Video files need to be in a compatible format and tested on the actual playback system before the event. Tell the AV company if there are videos and share the files for testing as early as possible.
Is there branded content for screens? Lower thirds, logo overlays, presentation templates, and screen savers for when nothing else is showing all need to be prepared and supplied. Confirm the file format and screen resolution with the AV company so your designer works to the right specification.
The venue details that affect the brief
Some of these the venue can tell you. Others your AV company will want to check themselves on a site visit.
- Does the venue have in-house AV? If so, what is it and is it suitable for the event?
- Are there any preferred or approved supplier restrictions at the venue?
- What is the noise limiter threshold if there is one?
- Are there rigging points for overhead lighting and screens?
- What power supply is available and where?
- What are the loading access arrangements?
- Are there any restrictions on haze machines, open flames, or other production elements?
You do not need to know all of this before you write the brief. But flagging what you do know saves time. If you know the venue has a noise limiter, say so. If you know there is a preferred supplier list, mention it upfront.
Budget: say it plainly
A lot of event planners are reluctant to share their budget with suppliers. The thinking is that if you say your budget, the supplier will spend all of it.
That concern is understandable but largely misplaced when it comes to AV. A professional AV company designs the right setup for the event. If your budget covers what the event needs, good. If it does not, they should tell you that clearly and explain the gap. If it is more than the event needs, a straightforward company will tell you that too.
What sharing a budget does is save time. Instead of receiving a quote that is too far above what you can spend and having to go back and forth, the AV company can tell you what is achievable within your range from the start. That is a more useful conversation for both sides.
The best AV brief is a clear description of your event, not a technical specification. Describe what you want to happen. The AV company translates that into equipment.
AV brief template: what to include
The basics
- Venue name and full address
- Event date and day
- Setup access time and breakdown time
- Event start and finish time
- Expected guest count
- Event type and format
The programme
- Rough running order with approximate timings
- Number of speakers and how they are presenting
- Whether there is video content and when it plays
- Background music or live entertainment details
- Any specific moments requiring special technical treatment
Presenter and content
- Number of presenter laptops and their output ports
- Video files that need to be tested on the playback system
- Branded screen content and the formats it is in
Venue
- Any in-house AV and whether it is suitable
- Preferred supplier restrictions if any
- Known noise limiter threshold
- Loading access arrangements
- Any known restrictions on production elements
Budget
- Your budget range or maximum, shared plainly
- Whether crew on site for the full event is included in that or separate
What happens after you send the brief
A professional AV company will come back with questions if anything in the brief is unclear. That is a good sign. It means they are thinking about the event rather than just sending a price list.
For a complex event they will likely suggest a site visit before confirming the quote. For a straightforward event they may be able to quote from the brief alone.
When you receive the quote, check that it reflects the brief you sent. If you described an awards dinner with twelve categories, a live band, and an audience of 200, and the quote comes back for a basic PA and two screens, something has not translated. Ask for a breakdown and confirm what the quote covers before you sign off.
See our guide to choosing an AV company in London for what to look for in a supplier’s response, and our contact page to send us your brief directly.
Common questions
What is the minimum information I need to get a quote?
Venue, event date, approximate guest count, event type, and what you think you need. That gets you a ballpark. For an accurate quote, you also need the running order, access times, and any specific technical requirements like live streaming or multiple presenter laptops.
Do I need to know exactly what AV I need before I enquire?
No. Telling an AV company your event format and what you want to achieve is enough for them to recommend the right setup. You do not need to specify equipment types. That is their job. What they need from you is the event context.
How far in advance should I brief an AV company?
For a straightforward conference or corporate event, four to six weeks is usually enough. For complex productions like awards dinners or hybrid events, eight to twelve weeks gives time for a site visit and proper technical planning.
