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A/V Best Practices

Audio Visual Technologies – Best Practices and Protocols


       1. Partnership

       2. Active Planning

       3. Dry Run

       4. Schedule Support

       5. Plan B


1. Partnership with Audio Visual Technologies

The success of your event or program is a top priority for Pepperdine's Audio Visual Technologies office. For example, through a partnership between the A/V Tech office and the President's Office, the monthly President's Briefings are carefully planned in advance, properly resourced, and delivered for a quality user experience. Please partner with us so that your presentation or event runs smoothly with great results.

2. Active Planning

At least two months in advance, the event organizer should submit an A/V Technologies Request Form to begin the communication process. Advanced planning will enable Audio Visual Technologies to enter the event in its A/V calendar, consult with the organizer, and understand the full requirements of the event. This allows Audio Visual Technologies to appropriately advise stakeholders on developing a plan of action and scheduling all the needed resources in advance.

For many venues at the Malibu campus and/or to check out equipment, requests for A/V assistance may be submitted through this electronic form:

For Smothers Theatre, Lindhurst Theatre, and the Raitt Recital Hall, request for A/V assistance may be submited by contacting the Center of the Arts or through its website:

To ensure this best practice is followed, the event organizer should take the following steps:

  1. Proactively reach out to AV Technologies in advance for recurring events such as the President's Briefing, Faculty Conference, Bible Lectures, and Ascending Voice.
  2. Maintain communication with key VIP offices such as the offices of the President and Provost to learn about special events that may require A/V setups.

3. Conduct A/V Dry Run

About one week before the event, the event organizer with scheduled assistance with Audio Visual Technologies should conduct a dry run to ensure proper setup and preparations. The dry run will enable the event organizer to test the A/V systems and ensure optimal performance; it will also allow the event organizer to address and make program adjustments.

To ensure this best practice is followed, a dry run will involve the following steps:

  1. The event organizer will solicit and gather all electronic presentation materials (e.g. PowerPoint, Keynote, video) ahead of time on a thumb drive or other portable data device. Streaming or online media is not an acceptable content solution.
  2. The event organizer should load the presentation materials onto a single laptop computer or portable data device.
  3. Audio Visual Technologies will provide the event organizer with the common checklist of steps for any presentation system. Examples include updating the laptop's operating system and presentation software ahead of time, turning off any notifications, adjusting power and display settings, and closing any non-essential applications, especially email and streaming media apps. Switching of laptops between presenters should not be considered as a viable presentation option and the organizer should queue each presentation in the proper order on a single presentation computer.

4. Schedule Support Personnel

As soon as pre-planning commences, Audio Visual Technologies can recommend personnel resources to provide just-in-time support during the event. Training is always readily provided by AV Technologies and should be scheduled by the event organizer, reserving time in the venue and with AV Technologies. Depending on the timing and type of event, recommended support resources may include contracting with an outside vendor.

To ensure this best practice is followed, the event organizer should take the following steps:

  1. Initiate early communication with Audio Visual Technologies after the request form is submitted to better communicate the resources required.
  2. Schedule and coordinate training with AV Technologies and any of that group's support personnel.

5. Have a Plan B

Even the best-coordinated events can experience technical difficulties. It is essential that the event organizer has a backup plan (a Plan B) whenever equipment malfunctions. The presenter should also be prepared in the event the primary presentation format fails to execute by bringing additional copies and/or formats of the presentation.

To ensure this best practice is followed, the event organizer SHOULD take the following steps:

  1. Request a the most recent "Room Check" report from AV Technologies.

  2. Have backup options for audio and video systems in place and ready for deployment if the primary equipment fails to function.

  3. Work with and remind the presenter to have a Plan B to include having a printed handout of the electronic presentation.

To ensure this best practice is followed, the organizer or presenter WILL take the following steps:

  1. Create multiple backup copies of any presentations and media files (hard drive, flash drive, and cloud storage) and have hard copy version in case of extreme technical issue. If online presentations are requested, download a copy of the presentation for local playback in case of network slow speed issues.
  2. Compile presentations into a single file to eliminate challenges when swapping multiple computers or devices.
  3. Disable screensaver and power saving settings that might interrupt the presentation. Always plug in the presentation system rather than rely on battery power. Clean up the desktop, remove any browser bookmarks or tabs that do not align with the intent of the presentation, and set an appropriate desktop background. Close any email or conferencing applications to avoid pop-up messages that may interfere with the flow of the event. Close any non-essential applications that may impact system performance.