Prepare an AV rehearsal and cue sheet
A cue sheet is useful when it connects programme moments with the people operating sound, visuals and any separately approved effects. Agree what needs checking, when the space is available and which assistance is included. Then record unresolved issues and their owners. Fables and the actual providers can review those arrangements for the booked equipment; a planning sheet should not invent technical settings or guarantee a rehearsal service.
List what needs checking together
List the sources and programme moments that need to be checked together. Use the actual proposed playback devices, presentation versions and microphone requirements as the starting point. Identify programme transitions that depend on more than one provider. A list of equipment alone can miss the handover between a speaker finishing and a recorded item beginning.
Name the actual operators
Record who operates audio, visuals and any separately approved effects. Separate the person choosing content, the person calling a cue and the person operating equipment where those roles differ. Ask what assistance is included for each part of the booking. Keep an unassigned task visible rather than expecting the nearest supplier to take responsibility on the day.
Give important moments a cue
Connect content changes, microphone handovers and lighting moments to named cue callers. Use recognisable programme references, content names and the intended location. Ask the proposed operator what cue method can be agreed. Treat any request for a particular effect or lighting adjustment as provisional until reviewed with the actual equipment and relevant venue conditions.
Agree the checking opportunity
Agree a rehearsal/check opportunity and capture unresolved requests for supplier confirmation. Discuss access, required participants and the material needed for the agreed check. Ask what opportunity and support can be arranged rather than placing an unconfirmed rehearsal into the final schedule. Record the questions that remain afterwards and who can authorise the corresponding change or answer.
Keep a cue sheet and issue log
Produce a cue sheet and issue log without specifying technical settings or guaranteeing reset times. Issue a dated version that names the current content and confirmed handovers. Keep unresolved items separately identified with their owner and next action. If a file, speaker or programme position changes, tell the affected providers and ask whether any further review or check is required.
| Record | Detail to agree |
|---|---|
| Programme reference | Moment, location and intended content or speaker |
| Cue caller | Person authorising the agreed transition |
| Operator action | Reviewed response for the actual arrangement |
| Check question | Item to review with the relevant provider |
| Issue owner | Person resolving the point and current decision |
Questions about this worksheet
Does an AV quote automatically include a technical rehearsal?
Ask what checking or rehearsal opportunity and assistance can be arranged for the actual booking. Record the accepted scope and access; this worksheet does not promise an included rehearsal or a standard amount of preparation time.
Should the sheet contain operating settings?
Use it for programme cues, responsibilities, content references and issues. Equipment-specific instructions and settings should come from the responsible provider for the actual supplied arrangement rather than being improvised in an organiser's generic planning document.