How to plan event audiovisual and production in New Zealand

How to plan event audiovisual and production in New Zealand

Audiovisual and production is what the room actually sees and hears, and on a conference it is rarely the place to cut corners. MICE lists 202 AV and production companies across New Zealand, spanning sound, lighting, vision and LED, staging and full-service technical production. This guide covers how to plan event audiovisual and production and how to brief a supplier.

Scope the technical brief early

AV decisions shape your venue choice, your budget and your run sheet, so start them early:

• Content — list every element that needs support: presentations, video, live panels, awards, entertainment and any hybrid streaming.
• Audience size — a plenary for 500 needs line-array sound and large-format screens; a breakout for 30 needs far less.
• Staging and set — decide on lectern, stage, backdrop and screen layout before you confirm the room.

Match AV to the venue

The space dictates what is possible:

• Power and rigging — confirm the venue's available power, rigging points and ceiling height with your production company.
• Sightlines and screens — check pillars, blackout and natural light, which affect screen placement and projection.
• Load-in — confirm loading access and bump-in and bump-out times so the crew can build and strike cleanly.

Cross-check your room's theatre capacity on the MICE capacity guides so the screen and stage suit the seating plan.

Brief the production company well

A good brief saves money and stress. Share the run sheet, speaker list and content formats, and agree who owns vision switching, audio and lighting on the day. Established New Zealand production companies such as Encore Event Technologies NZ, NW Group and Congress Rental New Zealand handle full-service conference production, while regional AV specialists cover meetings and smaller functions. Always schedule a technical rehearsal: a run-through of slides, microphones and transitions before doors open is the single best way to avoid problems on stage.

Use the directory

Browse the full AV and production directory to compare suppliers by region, pair them with a venue and a PCO or DMC, and check upcoming events. Book production early for the busy conference season so your preferred crew is available.