AV Production Checklist for Nonprofit Fundraisers

Nonprofit galas and fundraisers carry enormous weight. Your donors, board members, and community are watching. The production quality directly reflects your organization's credibility. Use this checklist to ensure nothing falls through the cracks.

60 Days Before the Event

• Book your AV company and confirm all services in writing
• Share the program rundown and approximate timing
• Confirm the venue's AV infrastructure (power, rigging, internet)
• Decide on live streaming platform (YouTube, Zoom, custom)
• Order custom graphics, lower-thirds, and branded content
• Confirm LED screen size and placement with the venue

2 Weeks Before the Event

• Finalize program order with exact speaker names and titles
• Submit all videos, presentations, and graphics to AV team
• Confirm microphone types for each speaker and performer
• Finalize livestream details: URL, password, expected viewers
• Confirm load-in time and access to the venue
• Share floor plan with AV and lighting team

Week of the Event

• Send final program rundown to AV team
• Test all videos and presentations for audio/video sync
• Confirm internet speed at the venue (minimum 10 Mbps upload for streaming)
• Assign a point of contact from your team to the AV director
• Schedule technical rehearsal (highly recommended)

Day of the Event

• Arrive during load-in to walk the room with the AV team
• Test every microphone: podium, lavalier, handheld, headset
• Run through all videos in sequence
• Test live stream from a remote device
• Confirm lighting cues for each program segment
• Briefing with emcee on microphone handling and cues
• Final walk of the room 30 minutes before doors open

Common Mistakes That Derail Fundraisers

• Videos submitted late: Always submit at least 5 days in advance.
• No rehearsal: A 90-minute tech rehearsal prevents 90% of day-of problems.
• Venue internet not tested: Many hotel ballrooms have unreliable Wi-Fi. Always test or bring a cellular backup.
• Multiple people giving AV instructions: One point of contact only. The AV director needs a single voice, not five.

Why Choose LA Live Stream Studios for Your Fundraiser

We have produced fundraising galas for some of Los Angeles' most prominent nonprofit organizations. We know what it takes to run a flawless program from arrival to final thank-you. Our team handles sound, lighting, LED screens, live streaming, and custom content so you can focus entirely on your donors and your mission.