Planning a major event can feel like juggling flaming torches on a tightrope—with your reputation hanging in the balance. But it doesn’t have to be. At avad3, we’ve partnered on everything from high-profile corporate summits to arena-sized product launches, and we’ve seen one thing hold true: the earlier you plan, the better it goes—especially when it comes to AV.

Below is a clear, bulletproof timeline to help you manage not just your AV production needs, but the entire pre-event planning process. Let’s take it from the top.

Your 12-Month Event Planning Timeline (Yes, You Should Start This Early)

12 Months Out – Lay the Groundwork

  1. Book your venue – Lock this in first. Your venue drives all other logistics, including AV setup needs. (we can help with venue selection)
  2. Pick a date (and a backup date!)
  3. Set your budget – Build in a solid line item for AV. High-impact production makes a bigger difference than fancy napkins.
  4. Draft your event goals and vision – This helps both your internal team and vendors stay aligned.

9 Months Out – Start Assembling Your Team

  1. Build your planning committee or internal team
  2. Start sourcing major vendors – Caterers, AV production teams, décor, photography, etc.
  3. Reach out to 3–5 AV vendors to request initial conversations or quotes

PRO TIP: Three to five is the sweet spot—enough options without overwhelming your decision-making process.


7–8 Months Out – RFP Time

  1. Send out your RFPs to vendors
  2. Set a deadline for vendors to confirm interest – Give them 1–2 weeks to respond.
  3. No chasing needed if the deadline is clear upfront.

Include a deadline for questions – Avoid the “just one more thing” syndrome by cutting off Q&A after 1 week.

PRO TIP: Use our free RFP Template to get the best our your AV Production proposals


 

6 Months Out – Select Your AV Team

  1. Set a firm deadline for proposal submissions
  2. Review proposals, then schedule follow-up presentations with top contenders – Do this virtually or in person.
  3. People make the difference. Seeing who you’ll be working with can help make that final decision easier.
  4. Book your AV partner (Hey, that’s us!)

5 Months Out – Communicate + Coordinate

  1. Introduce your AV team to your venue – Especially important for rigging, power, and load-in details.
  2. Confirm event schedule, speakers, general session plans, breakout rooms, and key moments
  3. Start working on a rough run-of-show with input from your AV team (or ask them to create one.)

The earlier they are looped in, the more smoothly your big day goes.

Production manager reads off a sheet to a production team out in the morning.

3–4 Months Out – Build the Show

  1. If you haven’t already, schedule a site visit with AV team, venue, and key stakeholders
  2. Finalize stage design, lighting look, and screen layout
  3. Work with speakers and presenters on tech needs

2 Months Out – Polish & Prepare

  1. Begin internal rehearsals and dry runs
  2. Send out final invites or reminders to guests
  3. Lock in any final vendor and design details.

1 Month Out – Rehearse and Confirm

  1. Walk through the entire schedule with your AV team
  2. Double-check power, internet, and venue access
  3. Schedule any live or virtual tech checks

1 Week Out – Showtime Prep

  1. Run a full tech rehearsal, if possible
  2. Deliver all final media to your AV team (slides, videos, walk-on music, etc.)
  3. Relax. You planned ahead. You’ve got this.

 

Final Thoughts from avad3

The best events don’t happen by accident—they’re the result of thoughtful planning, proactive vendor communication, and a timeline you actually stick to. At avad3, we live for this kind of stuff. When you bring us in early, we become an extension of your team—not just the folks with the microphones.

Whether you’re six months out or just getting started, we’re here to help you pull off your biggest day of the year without breaking a sweat.

Let’s build something awesome together.