IDS / EVENT PLANNING GUIDES

AV Rental Brief for a Conference in Dubai

Start a conference AV brief with the programme, not an equipment shopping list. The technical team needs to understand who will speak, what audiences should see and hear, and how sessions change throughout the day.

Map the programme

Share session times, room layouts and audience numbers. Identify keynotes, panel discussions, audience questions, breaks and any entertainment. Note simultaneous rooms and whether the audience moves between them. A short running order makes the operational requirement clearer than a list of screens and microphones alone.

Describe each speaker setup

Explain whether presenters stand at a lectern, move around the stage or sit on a panel. State the maximum number speaking together and whether questions come from the audience. Ask the supplier to propose the microphone arrangement and clarify who manages microphone handovers.

List every content source

Include slides, films, live demonstrations and remote contributions if required. Identify whether presenters bring devices or use a central playback system. Share sample material early. Confirm who prepares the final files and who operates them; these are separate responsibilities.

Clarify recording and remote needs

If recording, streaming or a remote speaker is required, describe the intended audience and final deliverable. Ask the venue and supplier to confirm the necessary arrangements. Do not assume that hiring a screen automatically includes cameras, recording, connectivity or an operator.

Allow time for rehearsal

Include access, installation, rehearsal and removal windows. Rehearse opening cues, speaker changes, video sound and audience questions. Nominate a show contact who can approve programme changes and communicate them to the technical team.

Request a comparable proposal

Ask for equipment, delivery, installation, operation and dismantling to be identified separately. Clarify support hours, exclusions and the process for extra time or changes. Send IDS your date, venue and programme to discuss the scope of a conference AV proposal.