HOTEL OR VENUE AV COORDINATION WORKSHEET
GLMedia template. Fill in confirmed details and mark open items.
This worksheet organizes information; each owner must confirm the actual scope.

EVENT AND DOCUMENTS
Event / date / room / expected audience:
Schedule and version / floor plan and version / meeting date:
Video and sound objectives for the room, live stream and recording:

CONTACTS AND DECISIONS
Organizer / person approving changes / availability:
Production / operation / contact during the show:
Venue AV / IT / operations / load-in and removal:
Person confirming power and installation conditions:

VENUE RESOURCES (REPEAT FOR EACH RESOURCE)
Event request / equipment or installation / model:
What is included / what is missing / who provides it / who operates it:
Availability window / conditions stated / who confirms them:
Additional tasks or charges communicated / approval owner:

ACCESS, SETUP AND REMOVAL
Planned cases: dimensions, weight and details supplied by the provider:
Confirmed loading route / doors, dock, elevator and corridors used:
Access time / room release / prerequisite tasks / owner:
Setup / rehearsal / doors open / removal / room handback:
Provider coordination / waiting area / pending changes:

POWER AND INSTALLATION
Power requirements supplied by the equipment provider:
Points identified by the venue / times / person making the connection:
Equipment, support and cable locations agreed on the floor plan:
Technical conditions and approvals applicable to the setup:
Missing information / owner / date:

VIDEO (REPEAT FOR EACH PATH)
Source / file and version / handoff point / equipment and models:
Confirmed format, frame rate, connectors and controls:
Destination / person confirming the input / operator:
Test performed / date / result / status observed on the equipment:
Visibility from the audience / other destinations / unresolved issues:

SOUND (REPEAT FOR EACH PATH)
What each party sends / receives / level, connector and channels:
Mix / physical port / identified point / person confirming:
Speech and clip tested / areas checked by listening / result:
Remote guests / return feed / live stream / recording / owners:

NETWORK AND APPLICATIONS
Agreed point and access / availability window / IT contact:
Application and account / equipment / planned outgoing and incoming traffic:
Service details for IT to review / confirmation and date:
Test at the event location / audio, video and content / result:
Reconnections or outages observed / agreed and tested alternative:

REHEARSAL AND OPEN ITEMS (REPEAT FOR EACH TASK)
Program segment / cue / operator / destination observed:
Request and test status / response received / owner and date:
Observed result / equipment, paths and test conditions:
Open item / information or test needed to close it / owner / deadline:
Action while resolving the issue / approver / notice to operators:

CLOSEOUT
Latest worksheet / changes since the meeting / team notified:
What stays installed / what each party removes / schedule:
Room handback / venue owner for handback / notes:

Do not mark an item as confirmed solely because it appears in an unaccepted
proposal or a photo without confirmation from the person responsible.
For each test, record the equipment and paths used and what must be repeated
if they change. Separate requests sent, confirmed details and recorded tests.