AV Power Planning: What Planners Should Give the Venue

Ask the AV provider for a proposed equipment schedule organized by production area. Audio, LED walls, lighting and control positions may occupy different parts of the room. The schedule should connect equipment groups to a floor plan rather than present a disconnected list of product names.

Have the provider supply the technical power information needed for review, including relevant operating characteristics and any dependencies. If the design is still preliminary, label assumptions and unresolved selections clearly. A planner should not substitute a guessed load for missing information or treat a preliminary schedule as an approved electrical plan.

The event agenda alone does not describe the production schedule. Equipment may be needed during installation, testing, rehearsal, the live program and shutdown. Give the venue these operating periods so qualified staff can evaluate the proposal against actual access and availability.

In a hypothetical conference, a rehearsal in one room could overlap with preparation in another. Flag that overlap instead of describing each room independently. Also identify other event teams whose electrical needs may affect the review. The venue and qualified electrical staff must determine whether proposed resources are suitable and available.

Send a marked floor plan showing the stage, displays and production positions. Ask the venue to identify approved connection arrangements, relevant access restrictions and the person authorized to coordinate electrical work. The location of a visible receptacle does not establish available capacity or permission to use it.

Keep the request specific: what information is still required to evaluate this design, and who will provide it? Any distribution, connection work or changes to the electrical setup belong with appropriately qualified professionals and venue approval. The planner's deliverable is a clear request and decision record, not a wiring solution.

A forwarded email is not necessarily a completed review. Ask for a documented outcome identifying the design version considered, any conditions attached to approval and any remaining actions. Keep that outcome with the schedule so production and venue teams are working from the same information.

Separate design acceptance from practical coordination. A proposal may still depend on room access, an approved equipment location or work by an authorized party. Give each dependency an owner. Avoid telling stakeholders that power is settled while those dependencies remain open.

A late request for a larger display or additional lighting is a production change, even if the program remains unchanged. Send the revised requirement to the AV provider and venue contact. Qualified staff must determine whether it affects loads, distribution, locations or operating arrangements.

Maintain a revision note stating what changed and which earlier document it replaces. Do not let the installation team discover additions through an updated agenda alone. Exact corporate AV configurations require a quote, and electrical suitability must be reviewed for the actual venue and proposed setup.