Discovery and Requirements Definition

Before equipment lists, budgets, or floor plans are created, every successful event begins with a disciplined discovery process. Event Discovery & Requirements Definition is the phase where planners translate creative intent and business objectives into clear, actionable technical direction. When done correctly, it reduces risk, controls cost, and aligns all stakeholders—from creative teams to AV partners—around a shared vision.

For event planners, this phase is less about technical expertise and more about asking the right questions, at the right time, with the right level of detail.

Why Discovery Matters in Live Event Production

AV challenges rarely stem from technology limitations. They arise when expectations are undefined, assumptions go unchallenged, or requirements are communicated too late. A structured discovery process ensures:

• The event’s purpose drives technical decisions

• AV scope aligns with attendee experience goals

• Budget is allocated strategically, not reactively

• Technical partners can design proactively rather than troubleshoot onsite

In short, discovery transforms AV from a cost center into a strategic tool.

Core Discovery Categories Every Planner Should Define

Effective event discovery spans several key dimensions. Each one informs downstream AV design decisions.

1. Event Objectives & Success Metrics

Start with the “why” before the “how.”

Key questions:

• What is the primary purpose of the event? (e.g., education, launch, internal alignment, brand experience)

• What should attendees feel, learn, or do as a result?

• How will success be measured?

Clear objectives directly influence staging, content delivery, audio clarity, visual scale, and production complexity.

2. Audience Profile & Experience Expectations

AV design must scale to the audience—not just in size, but in sophistication.

Define:

• Expected attendance and growth assumptions

• Audience type (internal teams, executives, clients, general public)

• Viewing behavior (passive, interactive, mobile-enabled)

• Accessibility and inclusivity considerations

An executive audience in a ballroom requires a different AV approach than a general-session audience in a convention hall.

3. Content & Program Requirements

Content drives technology—not the other way around.

Clarify early:

• Presentation formats (keynotes, panels, demos, performances)

• Media types (PowerPoint, video playback, live camera, remote speakers)

• Brand requirements (custom graphics, non-standard screen formats, scenic integration)

• Run-of-show complexity and pacing

This information informs screen sizing, audio reinforcement, camera coverage, graphics workflows, and rehearsal needs.

4. Venue & Environmental Constraints

Venues impose real-world limitations that must be addressed upfront.

Document:

• Room dimensions, ceiling heights, rigging points

• Ambient light and acoustics

• Power availability and load limits

• Load-in/load-out restrictions and union requirements

Early venue discovery prevents last-minute compromises that impact production quality.

5. Stakeholders, Roles & Decision Authority

Unclear ownership leads to misalignment.

Identify:

• Who owns creative decisions?

• Who approves technical scope and budget?

• Who is the final authority onsite?

Clear governance ensures faster approvals and cleaner communication throughout production.

Translating Discovery Into AV Requirements

Once discovery inputs are gathered, they must be distilled into clear requirements that an AV partner can design against. This typically includes:

• Defined production scale (basic, enhanced, or show-level)

• Technical priorities (audio intelligibility, visual impact, broadcast quality)

• Risk tolerance and redundancy expectations

• Budget parameters with flexibility ranges

This step bridges planning intent and technical execution.

Common Discovery Pitfalls to Avoid

Event planners often encounter avoidable issues during this phase, including:

• Starting with equipment instead of objectives

• Underestimating content complexity

• Assuming venue AV capabilities meet event needs

• Delaying AV involvement until logistics are locked

The earlier discovery occurs—and the more structured it is—the more control planners retain over outcomes.

Key Takeaway for Event Planners

Event Discovery & Requirements Definition is not a formality—it is the most critical phase of the AV planning process. By clearly defining goals, audience needs, content demands, and constraints upfront, planners empower their AV partners to design smarter, execute cleaner, and deliver experiences that consistently meet expectations.

This foundational step sets the tone for everything that follows in The Event Planner’s AV Toolkit.