The AV Site Visit Checklist: What Planners Should Check Before Booking a Venue

A venue can look perfect on a tour and still create real problems for production. Low ceilings, limited power, and strict load-in rules are easy to miss if you aren’t looking for them. This checklist covers what we look at on every site visit.

The Short Answer

Check ceiling height, rigging points, power, load-in access, internet, natural light, and the venue’s AV policies. These seven items affect cost and design more than anything else.

The Site Visit Checklist

• Ceiling height and obstructions such as chandeliers, soffits, or air walls

• Rigging points, and whether the venue requires an in-house rigger

• Available power and where it sits relative to the stage

• Loading dock access, freight elevator size, and load-in time windows

• Dedicated, hardwired internet for streaming or presentations

• Windows and skylights that will affect screens and lighting

• In-house AV exclusivity, patch fees, and required vendor paperwork

Questions to Ask the Venue

Ask what is booked in the room before and after your event, since that controls how much time crews have to set and strike. Ask whether house lights can be dimmed by zone, and who to call if power or HVAC needs adjusting during the show.

Frequently Asked Questions

Should my AV company attend the site visit?

Whenever possible, yes. A technical director will spot issues in minutes that can save thousands of dollars later. If travel isn’t possible, a video walkthrough with measurements is the next best option.

What are AV patch fees?

Some venues charge outside AV companies a fee to connect to the house sound system or power. These fees vary widely, so get them in writing before you sign the venue contract.

Planning a program in a new venue? Contact Waters AV Productions and we’ll help you review the space before you commit.