AV requirements and time line

Luxury Gala > AV requirements and time line

📽 LED Wall Configuration (4K Display & Optimal Visibility)

  • Main LED Wall (Center Stage): 30′ W x 10′ H, 2.6mm pixel pitch, 4K resolution (3840×1080), rigged at least 56” above the stage.
  • Side LED Walls (Left & Right): 12′ W x 8′ H, 2.6mm pixel pitch, 1440p resolution, positioned for audience visibility.
  • Video Processing Equipment: Novastar VX1000 or VX6S for smooth content switching.
  • Backup Video System: Redundant playback system to prevent downtime.

 

🔊 Audio System (Clear Speech & Immersive Sound)

  • Main PA System (Line Array):
    • Two flown speaker clusters (L-Acoustics K2 or d&b Audiotechnik V-Series) for balanced coverage.
  • Fill Speakers & Subwoofers:
    • Front Fill: Small speakers for front-row clarity (L-Acoustics X8).
    • Delay Speakers: Mid-room sound support (L-Acoustics Kiva or Meyer Sound UPQ).
    • Subwoofers: 4-6 units (L-Acoustics KS28 or d&b B22) for a full-range experience.
  • Wireless Microphones & Communication:
    • 6-8 Wireless Mics (Shure ULXD or Sennheiser EW G4).
    • Wireless In-Ear Monitors (IEMs) for performers & presenters.
    • Wireless Headsets for Stage Managers & Technicians (Clear-Com or similar system) to ensure seamless communication throughout the event.
    • Walkie-Talkies & Headsets for stage crew coordination.
  • Audio Mixing Console:
    • Avid S6L or Yamaha Rivage PM7 for high-quality live mixing.
    • Dedicated sound engineer on-site for real-time adjustments.

🎤 Stage & Lighting Setup (For a 30′ x 16′ Stage)

  • Lighting for Stage & Performances:
    • 6-8 moving head fixtures (Robe BMFL or Vari-Lite VL2600).
    • Spotlights & wash lighting for proper illumination.
    • LED strip lighting to enhance stage aesthetics.
  • Haze Machines for enhanced light beam effects (venue-approved).
  • Backup Power for AV equipment to ensure uninterrupted service.

🎥 Additional AV Requirements

  • Live Streaming Capabilities (if available).
  • Professional Drone Coverage (as part of event capture).
  • Setup & Teardown Timeline: Must be completed within( 12 midnight till 9am in the morning) to avoid program delays.9:30 is sound check and make sure all equipment are up and running

Luxury Gala  – AV Setup & Wrap-Up Timeline

12:00 AM – 6:00 AM | Load-In & Setup Begins

  • Load-in of all AV equipment (LED walls, audio, lighting, cabling).
  • Rigging and assembly of main LED wall (30’x10’) and side LED walls (12’x8’ each).
  • Placement of speakers, subwoofers, and fill speakers according to the sound plan.

6:00 AM – 9:00 AM | Final Assembly & System Calibration

  • Fine-tuning LED wall positioning and resolution checks.
  • Lighting setup and programming (spotlights, stage washes, and effects).
  • Audio system wiring, mic placement, and final speaker positioning.

9:00 AM | Telecast Viewing Check on LED Walls

  • Ensure 4K video playback is functioning properly.
  • Verify all video content formats and switching.
  • Test backup video playback system for redundancy.

9:30 AM | Sound Check

  • Test wireless microphones, speakers, and in-ear monitors (IEMs).
  • Adjust EQ levels for speech clarity and music performance.
  • Verify clear communication between stage managers and technicians using headsets.

11:00 AM | Short Rehearsal with All Technicians

  • Run through lighting cues, audio transitions, and video playback.
  • Ensure walkie-talkies and headsets are working for stage communication.
  • Confirm timing for live telecast and award presentations.

12:00 PM – 2:00 PM | Final Adjustments & Standby

  • Run final checks on all systems (lighting, audio, video, streaming).
  • Ensure drone and camera teams are in position and ready.
  • Troubleshoot any last-minute issues before the event begins.

3:30 PM – 11:30 PM | Event Execution & Live Monitoring

  • Maintain real-time audio and video adjustments as needed.
  • Ensure smooth LED wall transitions for award presentations and performances.
  • Support live telecast viewing experience for attendees.

11:45 PM | Wrap-Up & Breakdown

  • System shutdown and careful disassembly of AV equipment.
  • Load-out of LED walls, sound system, and lighting rigging.
  • Venue cleanup and final check-out.

This timeline ensures a seamless setup, flawless execution, and efficient breakdown for Luxury Gala.