Event & Temporary AV Solutions
Temporary AV is a live production system assembled inside a venue with fixed rules, limited setup time, shared power, and an immovable start. We translate the run of show into audio, presentation, display, lighting, camera, and streaming requirements, then identify who calls each cue and what happens when a source, microphone, or network path fails. Equipment is chosen around the room and program rather than attendee count alone.
Corporate meetings, launches, panels, and hybrid events need disciplined advance work. Presentation files, aspect ratios, confidence content, remote contributors, walk-in music, recording permissions, and venue handoffs are resolved before load-in. Rehearsal is used to validate the human workflow as well as the signal path, giving presenters and operators one agreed version of the program.
Or call (888) 597-GGIS — we respond within 30 minutes during business hours.
What we deliver
- Venue survey covering room geometry, audience layout, loading access, house systems, power locations, rigging restrictions, and internet
- PA and loudspeaker deployment based on coverage and speech intelligibility, with fills or delays where geometry requires them
- Wireless microphone inventory and frequency coordination using current local RF conditions and lawful equipment operation
- Presentation switching for primary and backup playback, lectern content, confidence monitors, timers, and remote participants
- Camera, capture, audio mix-minus, encoding, and platform checks for supported live streams or hybrid meetings
- Stage and ambient lighting cues coordinated with camera exposure, presentation visibility, room transitions, and venue limitations
- Run-of-show cue sheet assigning source, operator, timing, communication channel, and contingency for each critical transition
- Pre-door system check, presenter rehearsal, spare signal paths for selected critical items, and controlled strike after the event
How we approach it
The production plan starts with the agenda, room, audience, and distribution requirements. We mark stage positions, audio coverage, display sightlines, confidence locations, camera views, control positions, cable paths, power interfaces, and venue-owned equipment. A responsibility matrix separates venue, client, presenter, streaming platform, and GGIS tasks. Critical cues receive practical fallback methods, while rigging and electrical needs are assigned to appropriately qualified venue or trade personnel.
Presentations are collected in advance when possible and checked for fonts, media playback, aspect ratio, embedded audio, and output format. DSP scenes, microphone names, routing, mix-minus paths, switcher inputs, recording, and encoder profiles are configured against the run of show. Wireless frequencies are coordinated from current conditions at the venue. Operator notes use event language and speaker names, not only channel numbers that become ambiguous under pressure.
Equipment is deployed in an order that keeps cable routes safe and permits subsystem testing before rehearsal. Loudspeakers, displays, controls, cameras, playback, and communications are labeled consistently with the cue sheet. Overhead rigging, line-voltage distribution, and other construction work follow the venue's approved responsibilities.
Before doors open, the team line-checks every audio input and output, verifies presentation and backup playback, confirms camera framing and stream return, checks communications, and walks all critical cues. Presenters test microphones and confidence displays during rehearsal. A controlled failure drill covers the most consequential dependencies without endangering the live schedule. After the event, recordings and client media are handed off as agreed, configurations are saved, and temporary equipment is struck safely.
Frequently asked questions
What information is needed before an event AV system can be designed?
We need the venue and room, audience layout, agenda, presenter count, microphone preferences, presentation sources, display and confidence needs, remote-participant workflow, streaming or recording requirements, setup and rehearsal windows, and venue rules. A current run of show is more useful than a general description because each transition can create a distinct routing, staffing, or backup requirement.
Why must wireless microphones be coordinated at the venue?
Usable spectrum varies by location, nearby transmitters, television activity, venue systems, and the equipment's lawful tuning range. Frequencies that worked elsewhere may conflict on event day. We inventory all wireless channels, scan or assess the local RF environment, assign compatible frequencies, and test them in operating positions. Frequency coordination reduces risk but does not justify using unsupported or unlawfully configured equipment.
What makes a hybrid event more complex than a room-only presentation?
Remote participants need return video, program audio, and a mix that excludes their own delayed voice. The event also depends on capture, encoding, platform settings, internet behavior, moderation, and remote-speaker rehearsals. We diagram those paths and test them end to end. A local recording or alternate connection can be planned where appropriate, but no internet-dependent stream should be described as failure-proof.
READY TO GET STARTED?
Two ways to begin.
Schedule a Site Walk
Walk the space with one of our engineers. We document existing infrastructure, identify scope, and follow up with a project memo within 5 business days.
Schedule a Site WalkRequest a Proposal
Already have drawings or an RFP? Send them over. We'll respond with a scoped proposal, line-item BOM, and project schedule within 7 business days.
Request a ProposalOr call (888) 597-GGIS — we respond within 30 minutes during business hours.