Coordinate AV requirements across several event spaces
An event using several rooms or outdoor areas needs a programme that shows where each technical requirement happens. List sound, presentation and any other visual request by location and time, including overlap between phases. Fables can then discuss the proposed arrangement for those actual requirements. Do not assume that equipment, control or content automatically reaches another space because it is included somewhere in the event.
Give each event phase a location
Map each event phase to its room/location and intended audience. Use location names matching the venue and site drawings. Include preparation or checking periods that overlap with guest activities elsewhere. A programme showing only the headline start times can conceal an equipment or operator requirement in the next room while the first event phase is still running.
Separate requirements within each phase
List audio, presentation, lighting and effect needs separately for each phase. A room might need speeches but no presentation, while another needs slides and recorded audio. Describe those functions explicitly rather than copying one equipment request across every area. Keep any lighting or separately permitted effect identifiable as its own part of the proposed scope.
Identify overlapping use and existing provision
Identify overlap in operating times and equipment already supplied by each venue/provider. Ask the venue, presenters and performers what they actually supply for each location. Mark an item confirmed only when the responsible provider has accepted that scope. Distinguish a true overlap from a sequence that could potentially be served by an agreed move or reset.
Ask how the spaces will be served
Ask whether separate equipment or an agreed move/reset is proposed; do not assume networking or live relay. Explain the required result and ask Fables what arrangement is proposed, including any separate equipment or movement. Do not assume a networked presentation, live relay or wireless reach between spaces. Name the people who control access and ask how any review, check and handover would work.
Keep the programme matrix current
Prepare a cross-space programme matrix with named handovers and supplier-confirmed scope. Keep the accepted proposal beside the same location-by-time matrix used by the organiser. When a programme phase moves or extends, identify the affected rows and send the revision to the relevant contacts. This allows each provider to review a clear change instead of reconciling different room schedules.
| Record | Detail to agree |
|---|---|
| Phase and location | Named programme period and actual room or area |
| Required functions | Sound, content, lighting or separately reviewed effect |
| Existing supply | Confirmed venue, presenter or performer provision |
| Overlap or move | Simultaneous requirement or proposed handover for review |
| Responsibility | Named provider, access contact and decision status |
Questions about this worksheet
Can one equipment package serve the whole site?
Describe the actual locations, requirements and operating periods, then ask what arrangement Fables proposes. Neither separate systems nor movement between spaces should be assumed without confirmation of the equipment, assistance and handovers involved.
Should setup time appear on the programme matrix?
Show the preparation and checking periods you need discussed, particularly where they overlap with activities in another space. Their exact arrangements need agreement, but making them visible early gives the supplier a fuller picture of the event requirements.