Audit venue equipment before requesting AV hire
An AV inventory should explain which event functions are covered and who is responsible for them. Ask the venue and other providers what the actual booking includes, then identify any gap you want Fables to discuss. Keep supplied equipment, operation and additional hire requests distinct. This makes the review clearer when a room, presenter and entertainment provider each contribute different parts of the proposed arrangement.
Ask about the actual venue provision
Ask the venue for the actual equipment included in the booking and its responsible contact. A venue equipment list may describe its range rather than the items included for your date or room. Ask which details apply to the booking and who can answer technical questions. Record any support or operation separately so the presence of equipment does not imply an agreed staffing task.
Record presenter and performer supply
Collect performer/presenter-supplied items and distinguish them from hire requests. Ask each contributor to name the items they bring and their intended use. Keep optional equipment clearly marked. If two people mention the same item, establish whether they mean the same provision or separate systems before removing an apparent duplicate from the brief.
Match each function to an owner
Map each needed function to confirmed existing supply or an unresolved gap. Use the programme to identify the actual need: speech, music playback, presentation or another function. Mark it covered only against a confirmed arrangement. Where a requirement remains open, describe the result needed rather than assigning a guessed product or technical specification to the gap.
Have proposed interfaces reviewed
Ask suppliers to approve any proposed interface rather than assuming mixed equipment is compatible. Share the relevant equipment details with the responsible providers and ask who confirms connections, suitability and operation. An organiser's inventory can bring questions together, but it does not establish that equipment supplied by different people will work as one arrangement without review.
Maintain the responsibility register
Prepare a function-by-owner responsibility register with each unresolved requirement assigned. Put the confirming contact, scope and status beside each function. Revisit the register if a supplier changes an item or a programme moment moves. Keep the accepted quotation and current running order available so the event contact can trace responsibilities without relying on earlier informal assumptions.
| Record | Detail to agree |
|---|---|
| Event function | Speech, playback, presentation or other required use |
| Confirmed supply | Actual items and provider for this booking |
| Operating role | Who performs the agreed event-time task |
| Interface question | Connection or combined arrangement awaiting approval |
| Remaining request | Unresolved function to discuss with Fables |
Questions about this worksheet
Does a venue equipment list mean operation is included?
Ask what the actual booking includes for equipment and support, and record those responsibilities separately. An item being present in a room does not by itself confirm who connects, checks or operates it during your programme.
Can the register confirm mixed equipment will be compatible?
No. Share the relevant details and have the proposed interfaces reviewed by the responsible suppliers. The register identifies ownership and unanswered questions; equipment suitability and connection arrangements need confirmation for the actual setup being proposed.