AV Scope and System Design Planning

Successful live events do not fail because of equipment—they fail because of unclear scope and incomplete system planning. AV scope and system design planning is the process of translating event goals into a clearly defined, executable audio-visual solution that aligns creative intent, technical requirements, budget, and logistics.

For event planners, this discipline is less about designing systems themselves and more about knowing what must be defined, documented, and validated before production begins. This article outlines a planner-focused framework for scoping AV correctly and collaborating effectively with production partners.

What Is AV Scope in Live Event Production?

AV scope defines what the production must deliver, not how it is engineered. A well-defined scope establishes clear expectations across stakeholders and prevents budget overruns, change orders, and on-site surprises.

A complete AV scope typically includes:

• Audience size and seating configuration

• Content types (presentations, video playback, IMAG, live speakers, panels)

• Visual environments (projection, LED walls, scenic integration)

• Audio requirements (speech reinforcement, music playback, live performance)

• Lighting needs (general illumination, stage lighting, scenic lighting, effects)

• Show control and staffing expectations

• Rehearsal and show schedule

• Labor, logistics, and strike requirements

Without a defined scope, system design becomes reactive instead of intentional.

The Relationship Between AV Scope and System Design

System design is the technical response to the approved scope. While planners do not need to design systems themselves, understanding how scope decisions affect design outcomes is critical.

For example:

• A general session with live panels requires a very different audio system than a keynote-only program.

• A wide scenic LED wall may require custom content formats, additional playback systems, and increased power.

• Hybrid events introduce redundancy, streaming infrastructure, and additional crew roles.

Clear scope allows AV partners to design systems that are:

• Appropriately scaled

• Redundant where necessary

• Efficiently crewed

• Logistically realistic

Core Components of AV System Design Planning

1. Audio System Design Considerations

From a planner’s perspective, audio system planning should address:

• Speech intelligibility across all seating zones

• Microphone counts, types, and use cases

• Audience interaction (Q&A, panel discussions)

• Playback needs (walk-up music, videos, stingers)

• Room acoustics and environmental noise

Early scope decisions—such as panel formats or room layout changes—directly affect microphone inventory, speaker placement, and crew requirements.

2. Video and Display System Planning

Video system design is driven by visibility, content, and creative intent. 

Scope clarity should include:

• Screen types (projection vs. LED)

• Screen size, resolution, and aspect ratios

• IMAG requirements for large rooms

• Scenic or non-standard display formats

• Content playback vs. live switching

Planners should also consider content readiness. LED walls, ultra-wide screens, and projection mapping all require intentional content design—not last-minute scaling.

3. Lighting System Planning

Lighting design is often underestimated during early planning. Scope decisions should clarify:

• Stage visibility vs. creative lighting goals

• Presenter comfort and camera considerations

• Scenic lighting integration

• Cueing complexity and show control

Lighting scope impacts power distribution, truss or rigging requirements, and programming time.

4. Power, Rigging, and Infrastructure

System design must align with venue infrastructure. Early scope definition should identify:

• Available power sources and limitations

• Rigging points and load capacities

• Ceiling heights and trim restrictions

• Union labor rules and access windows

These constraints directly influence system design, load-in schedules, and cost.

Budget Alignment Through Proper Scoping

One of the most common planning failures is budgeting before scope is defined. Effective AV scope planning allows budgets to be:

• Defensible

• Predictable

• Aligned with actual production requirements

When scope is unclear, budgets are either underestimated or padded excessively. Neither outcome serves the planner or the client.

Collaboration and Documentation Best Practices

Strong AV scope and system planning relies on shared documentation, including:

• Detailed show agendas

• Room layouts and seating plans

• Content delivery specifications

• Labor and rehearsal schedules

• Technical responsibility matrices

Professional AV partners often support this process using pre-visualization tools, system drawings, and signal flow documentation to validate assumptions before load-in.

Common AV Scoping Mistakes to Avoid

• Defining equipment instead of outcomes

• Underestimating rehearsal and programming time

• Ignoring content format requirements

• Treating AV as a commodity rather than a system

• Delaying AV partner involvement

Early collaboration consistently results in smoother shows and better creative outcomes.

AV Scope Planning as a Strategic Advantage

For event planners, mastering AV scope and system design planning is not about technical control—it is about risk reduction, clarity, and confidence. When scope is defined early and communicated clearly, AV partners can design systems that support the event’s goals rather than constrain them.

How GlobeStream Media Supports AV Scope and System Design

At GlobeStream Media, AV scope and system design planning begins long before equipment arrives on site. Our team partners with planners and agencies during pre-production to translate creative goals into scalable, technically sound production designs—supported by detailed documentation, visualization, and experienced technical leadership.

If you are developing a complex live, hybrid, or multi-room event, early system planning is the difference between managing AV and leveraging it.

Explore the rest of The Event Planner’s AV Toolkit to build smarter, more predictable productions from the start.