Most gala planning guides focus on catering, seating, and the program agenda. AV tends to get a single line item, then gets scrambled together in the final two weeks. Here’s a working checklist, organized by timeline, for the lighting, sound, and staging decisions that actually need to happen earlier than most planners assume.
6-8 Weeks Out
- Confirm the run of show with your AV company, even in draft form, so lighting and sound cues can be planned around it
- Confirm your AV vendor has walked the room, physically or virtually, rather than quoting from a floor plan alone
- Confirm microphone count and type needed for speeches, an emcee, and an auctioneer if the evening includes one
- Confirm whether there’s a video element, a tribute reel, sponsor recognition loop, or welcome video, and get a content deadline on the calendar
2-3 Weeks Out
- Finalize lighting cues for the key moments: cocktail hour, program start, awards or tribute segment, and the shift into dancing
- Confirm the handoff plan between the AV system and the band or DJ, including who owns the mixer during the transition
- Get final content deadlines confirmed for any monitors, screens, or signage that will display sponsor names or event branding
Week Of
- Send final headcount to both the venue and the AV team, since room acoustics and mic needs can shift with attendance
- Confirm load-in time and building access with the venue directly, not just with the AV company
- Confirm a single day-of point of contact for both the venue and the AV crew, so questions during the event go to one place
Day-Of
- Run a sound check before doors open, including every microphone that will be used, not just the podium mic
- Confirm the lighting look for each phase of the evening is set and cued, not left to be adjusted live for the first time
- Check backup batteries and a spare wireless microphone are on hand in case a unit fails mid-program
After the Event
If the gala included a video element or photography, get a copy of the recorded audio and any raw video footage before the AV crew strikes out. It’s the easiest thing to forget and the hardest thing to recreate afterward, and it’s often exactly what a donor communications team needs for next year’s invitation.
Astoria Productions builds this timeline into every gala we produce on Long Island. If you’d like a version of this checklist mapped to your specific venue and date, reach out and we’ll walk through it with you.