The foundation of a smooth event lies in smart space and AV planning. Before anyone sets foot onsite, you should have a clear plan for how each meeting room will be set up—and how it will support your presenters. This resource helps event planners gather speaker needs, match them to available room types, and coordinate audiovisual logistics with precision. With a centralized meeting space spreadsheet and proactive presenter communication, you’ll be able to deliver an organized, professional environment where speakers feel confident and attendees stay engaged.
Ask all presenters for both General Sessions and breakouts sessions to complete an online Meeting Room Needs Form. The form should include each speaker’s preferred room set up and their audiovisual requirements. If you have limitations on what you are willing to provide for them, be sure to note these limitations on the form.
From the presenter Meeting Room Needs forms, create a Meeting Space spreadsheet outlining your agenda and specific space needs. Include the following:
Type of room set-ups available. Note that some meeting spaces cannot accommodate some types of set-ups.
Presenter staging options:
Audiovisual options:
Consider other functions that may require audiovisual (receptions, parties, board meetings, etc.) and include this information in your spreadsheet.
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