A product launch, a convention or a client event starts taking shape long before setup begins. The early decisions guide the entire audiovisual production: what you want to communicate, who you are speaking to and how the programme will unfold.

The audiovisual event brief brings this information together, giving the organisers and technical team a shared starting point. The clearer your priorities, the easier it is to assess proposals, resolve questions and make informed decisions.

These seven essentials will help you prepare a useful brief for your next corporate event.

1. Define the message your audience should remember

Start with the purpose of the event. Introducing something new, sharing results or strengthening relationships with clients may each call for a different pace and different resources.

Summarise in one sentence what you want attendees to remember when they leave. Include the key moments in the programme and your brand guidelines. This information will help guide decisions about visuals, sound and lighting.

2. Describe your attendees and how they will participate

Specify the expected number of attendees, the seating layout and the languages used at the event. Explain whether there will be audience questions, panel discussions, remote speakers or simultaneous sessions.

For example, a discussion between four speakers followed by audience questions has different requirements from a presentation by one person. Sharing this format from the outset allows the team to plan microphones, positions on stage and the coordination of each contribution.

3. Share what you know about the venue

Include the venue name, the proposed room, any available floor plans and the venue contact. Note any confirmed access times and conditions for setup and dismantling.

If you are still considering locations, say so. The audiovisual team can help you identify what information to request before making your final choice. A technical site visit provides an opportunity to assess the layout, sightlines and equipment positions on site.

4. Detail the content that will be shown

Prepare a list of presentations, videos, branded content and live connections. For each item, identify who will supply it, when it will be available and who needs to approve it.

Screen formats and content design need to be coordinated. A presentation designed for a conventional screen may need adapting for a panoramic display. Agreeing specifications with the technical team before producing the final versions makes this preparation easier.

5. Allow time to test the programme

Share an initial agenda, even if it is still subject to change. Alongside session lengths, include transitions: speakers coming on stage, video playback, questions and breaks.

Set aside time to review content and rehearse the moments that require coordination. Agree who will call the cues during the event and how changes will be communicated. A shared schedule gives organisers, speakers and technicians the same reference to work from.

6. Explain your budget and priorities

A budget range helps shape a proposal around options you can consider. Include your priorities, such as clear speech, giving a product visual prominence, brand presence or recording the event.

Identify which requirements are essential and which elements could be adjusted. Ask for the proposal to define its scope, including technical staff, working hours and planned services. This gives you a consistent basis for comparing alternatives.

7. Assign responsibilities and approval deadlines

The brief should identify who approves the design, content and budget. It should also specify who will coordinate communication with the audiovisual team.

Use a shared document with a date and version number. If part of the programme changes, record what has changed and who needs to review it. Keeping this information up to date helps prevent different teams from preparing different versions of the same event.

From a clear brief to a tailored proposal

You do not need to have every answer when you first get in touch. A good brief separates confirmed details from decisions still to be made and helps everyone ask the right questions from the start.

At VA 361 Productions, we provide audiovisual solutions for events that bring together sound, video and lighting to meet the needs of each project.

Planning your next corporate event? Tell us about your idea and share your brief with our team so we can start developing a tailored proposal.