Your Hotel Ballroom AV Checklist: From Walkthrough To Final Cue

Your Hotel Ballroom AV Checklist: From First Walkthrough To Final Cue

Hotel ballrooms are the default home for a lot of conferences, galas, and fundraisers. They are flexible, familiar, and usually come with some AV capabilities.

They can also be full of surprises if you do not know what to look for.

This checklist walks you through the key AV steps from the first walkthrough to the final cue so you can use your ballroom well and avoid last-minute problems.

Step 1: Ask The Right Questions At The Walkthrough

Bring your AV mindset to the very first site visit. Ask questions like:

• Where will the stage go, and how will guests enter the room?

• Where are the power outlets and dedicated circuits?

• What is the ceiling height, and are there any low chandeliers?

• Where can screens or LED walls be placed without blocking sightlines?

• Can the house lights be dimmed in zones, or is it all or nothing?

Take photos from the back of the room, the front, and both sides. These photos will help your production team design a layout that actually works.

Step 2: Clarify What The Hotel’s “In-House AV” Really Includes

Many hotels have preferred or in-house AV providers. Sometimes that is a full-service production team. Sometimes it is a cart with a projector and a microphone.

Get clarity in writing on:

• What specific equipment is included

• Whether a technician is included, and for how long

• What you are allowed to bring in from outside partners

• Any fees for using external AV companies

Knowing this up front keeps you from double paying or discovering on event day that no one is actually running the soundboard.

Step 3: Define The Program Before You Finalize AV

Before you lock in your AV order, answer these program questions:

• How many speakers will be on stage at once?

• Do you have panels, interviews, or live performances?

• Will you be showing videos with audio?

• Do you need to live stream or record?

• Are there any surprise elements that need special lighting or sound?

Your AV plan should support the story you are telling, not fight it.

Step 4: Build A Simple AV Plan For The Room

For a typical ballroom event, your AV plan might include:

• Stage location, size, and orientation

• Screen or LED wall placement

• Speaker and audience seating layout

• Audio system coverage map

• Location for tech table and power drops

You do not need a blueprint worthy of an arena show, but you do need enough detail that everyone knows what is going where.

Step 5: Create A Realistic Run-Of-Show

A clear run-of-show document is your best friend on event day. It should spell out:

• Segment titles and descriptions

• Start and end times

• Who is on stage for each segment

• What AV is needed for each segment (mics, slides, videos, lighting looks)

Share this with your AV partner, your stage host, and your hotel contact so everyone is literally on the same page.

Step 6: Lock In Load-In And Rehearsal Windows Early

Hotel ballrooms are often booked back-to-back.

Confirm:

• Exactly when your production team can get into the room

• When décor vendors can load in

• When rehearsals or sound checks can happen

• When everything has to be cleared out

Pushing all AV setup into a tiny window is one of the fastest ways to invite stress, mistakes, and overtime fees.

Step 7: Confirm On-Site Staff And Point People

Before the event, know:

• Who is the main contact from your AV team

• Who is the main contact from the hotel

• Who is responsible for making program decisions on your side

• How last-minute changes should be communicated

Clear roles reduce confusion and keep “day-of emergencies” from turning into real problems.

Step 8: Debrief And Capture Lessons For Next Time

After the event, take 15–30 minutes to debrief with your core team:

• What worked well with AV and the room layout?

• What caused stress or delays?

• How could timing or communication be improved?

These notes will save you hours the next time you book a hotel ballroom.

With the right checklist and the right partner, a ballroom becomes more than a generic room. It becomes a focused environment for your message, your mission, and your guests.