How to Create a 5-Day AV Technician Onboarding Training Plan
Key Takeaways
- Day 1: Technical Foundation and Equipment Familiarisation – Learn venue AV systems, safety protocols, and equipment inventory. Understand technical support role in event operations.
- Day 2: Setup and Operation Skills – Master equipment setup procedures, basic troubleshooting, and system testing protocols for reliable event support.
- Day 3: Event Support and Client Service – Develop client interaction skills, event day procedures, and professional communication for seamless technical service.
- Day 4: Problem-Solving and Advanced Operations – Handle technical challenges, equipment failures, and complex setup requirements with confidence and efficiency.
- Day 5: Quality Assurance and Performance Review – Advanced technical skills assessment, independent operation evaluation, and final readiness confirmation for AV technician duties.
Article Content
Day 1: Technical Foundation and Equipment Familiarisation
The first day establishes technical competency and venue-specific knowledge whilst integrating the new AV technician into your event support systems and team culture.
This foundation day ensures your new technician understands the venue's technical capabilities, equipment standards, and their critical role in delivering flawless event experiences.
Technical Systems and Equipment Orientation
Why it's essential: AV technicians must have comprehensive knowledge of all technical systems to provide reliable event support. Without thorough equipment familiarity, technical issues become crisis situations rather than manageable challenges.
Key activities:
| Element | Instructions | Notes |
|---|---|---|
| Equipment Inventory Tour | Walk through all AV equipment, explaining capabilities, limitations, and storage locations | Document equipment conditions and note any maintenance issues |
| System Architecture Overview | Explain how different systems integrate, signal flow, and control interfaces | Focus on troubleshooting pathways and backup systems |
| Safety Protocol Training | Cover electrical safety, lifting procedures, and emergency shut-off locations | Emphasise safety as the foundation of all technical work |
| Documentation Review | Study equipment manuals, setup diagrams, and troubleshooting guides | Create quick reference materials for common procedures |
Venue Technical Infrastructure
Understanding the venue's technical environment enables effective equipment deployment and problem-solving.
Key activities:
| Element | Instructions | Notes |
|---|---|---|
| Power and Connectivity Mapping | Show all power outlets, network connections, and signal distribution points | Note capacity limits and circuit breaker locations |
| Room Configuration Options | Demonstrate different setup configurations for various event types | Practice basic room transformations and equipment positioning |
| Technical Support Areas | Tour storage areas, charging stations, and technical workspace | Establish equipment checkout and return procedures |
| Emergency Procedures | Review technical emergency protocols and communication procedures | Practice emergency shut-down and evacuation procedures |
Basic Technical Skills Assessment
Evaluate existing technical knowledge and identify training needs for venue-specific requirements.
Training focus:
- •Cable management and signal routing principles
- •Basic audio mixing and microphone operation
- •Projection and display setup procedures
- •Lighting control and ambient management
- •Computer and presentation software operation
- •Network connectivity and wireless system management
Assessment checklist:
| Skill Area | Competency Level | Training Needed |
|---|---|---|
| Cable connections | Beginner/Intermediate/Advanced | Yes/No |
| Audio mixing | Beginner/Intermediate/Advanced | Yes/No |
| Video projection | Beginner/Intermediate/Advanced | Yes/No |
| Lighting systems | Beginner/Intermediate/Advanced | Yes/No |
| Computer operation | Beginner/Intermediate/Advanced | Yes/No |
| Troubleshooting approach | Beginner/Intermediate/Advanced | Yes/No |
Team Integration and Communication
Establishing professional relationships and understanding communication protocols ensures smooth collaboration during events.
Training activities:
- •Introduction to event coordination team and reporting structure
- •Communication procedures for different event phases (setup, live, breakdown)
- •Client interaction guidelines and professional presentation standards
- •Emergency communication protocols and escalation procedures
Daily Assessment and Planning
End-of-day evaluation to ensure foundation knowledge and plan subsequent training.
Review areas:
- •Equipment identification and basic operation understanding
- •Safety protocol comprehension and application
- •Venue layout navigation and resource location
- •Team integration and communication comfort level
- •Questions and concerns that need addressing
Day 2: Setup and Operation Skills
Day two focuses on practical technical skills, developing competency in equipment setup, operation, and basic troubleshooting for reliable event support.
This skills development day ensures your technician can independently handle standard equipment setups and maintain technical systems throughout events.
Audio System Setup and Operation
Audio quality is fundamental to event success, requiring systematic setup and operation skills.
Training components:
| Setup Element | Learning Objectives | Practice Activities |
|---|---|---|
| Microphone Systems | Wireless setup, frequency coordination, battery management | Setup different mic types for various speaking scenarios |
| Mixing Console Operation | Input gain, EQ adjustment, monitor mixing, recording setup | Practice live mixing with multiple audio sources |
| Speaker Placement | Room acoustics, coverage patterns, feedback prevention | Position speakers for optimal coverage in different room configurations |
| Audio Testing | System checks, level setting, feedback elimination | Conduct complete audio system tests following standard procedures |
Visual and Projection Technology
Visual presentation quality directly impacts event professionalism and audience engagement.
Key skills development:
| Technology Area | Core Competencies | Hands-on Practice |
|---|---|---|
| Projector Setup | Mounting, focusing, keystone correction, input switching | Setup projectors for different screen sizes and room layouts |
| Screen Management | Motorised and manual screens, tensioning, cleaning procedures | Practice screen deployment and adjustment procedures |
| Computer Integration | Laptop connection, resolution matching, presenter setup | Connect various devices and troubleshoot display issues |
| Video Switching | Input selection, preview monitoring, seamless transitions | Operate video switchers for multi-source presentations |
Lighting Control and Management
Lighting sets the event atmosphere and ensures proper visibility for presentations and activities.
Training focus:
- •Lighting console operation and scene programming
- •Fixture positioning and beam adjustment
- •Colour temperature and intensity control for different event phases
- •Emergency lighting procedures and backup systems
- •Collaboration with venue lighting for optimal ambiance
Practice scenarios:
| Event Type | Lighting Requirements | Setup Challenge |
|---|---|---|
| Corporate Presentation | Bright, even illumination with projection compatibility | Balance room lighting with screen visibility |
| Wedding Reception | Warm, romantic ambiance with dance floor accent | Create mood progression from dinner to dancing |
| Conference | Professional lighting with presentation flexibility | Accommodate multiple presentation areas |
| Social Event | Dynamic lighting with colour options | Program lighting scenes for different activities |
Equipment Maintenance and Care
Proper equipment maintenance prevents failures and extends system lifespan.
Maintenance training:
- •Daily equipment inspection and cleaning procedures
- •Cable management and storage best practices
- •Battery maintenance and charging schedules
- •Equipment inventory and condition tracking
- •Preventive maintenance scheduling and documentation
Basic Troubleshooting Methodology
Develop systematic approaches to identifying and resolving technical issues quickly and effectively.
Troubleshooting framework:
- •Problem identification: Define the specific issue and its impact
- •System isolation: Identify which components are affected
- •Signal tracing: Follow the signal path to locate the problem source
- •Component testing: Test individual elements to confirm functionality
- •Solution implementation: Apply the appropriate fix or workaround
- •System verification: Confirm the problem is resolved and systems are stable
Common issue scenarios:
| Problem Type | Symptoms | Troubleshooting Steps |
|---|---|---|
| No audio | Silent speakers, no mixer output | Check power, connections, input selection, gain levels |
| Poor projection | Dim/blurry image | Verify source signal, lamp condition, lens focus, settings |
| Connectivity issues | No signal, intermittent connection | Test cables, check input selection, verify compatibility |
| Wireless problems | Dropouts, interference | Check frequencies, battery levels, antenna positioning |
Day 2 Competency Assessment
Evaluate practical skills and readiness for independent equipment operation.
Assessment criteria:
- •Equipment setup speed and accuracy
- •Troubleshooting approach and effectiveness
- •Safety protocol adherence
- •Quality standards maintenance
- •Professional communication during technical work
Day 3: Event Support and Client Service
Day three develops client service skills and event day procedures, ensuring professional technical support that enhances rather than disrupts event experiences.
This service development day ensures your technician can provide invisible technical support whilst maintaining excellent client relationships and professional representation.
Client Interaction and Communication
Professional client service is essential for venue reputation and repeat business.
Service skills training:
| Communication Scenario | Professional Approach | Key Techniques |
|---|---|---|
| Pre-event consultation | Listen actively, ask clarifying questions, confirm technical requirements | Take detailed notes, provide realistic timelines, set clear expectations |
| Setup period interaction | Work efficiently whilst being available for questions | Balance focus on work with client accessibility |
| Event day support | Remain invisible unless needed, respond quickly to requests | Anticipate needs, communicate proactively about potential issues |
| Problem resolution | Communicate clearly about issues and solutions | Provide alternatives, maintain calm demeanor, follow up to confirm satisfaction |
Event Day Procedures and Timing
Understanding event flow and timing ensures technical support aligns with event requirements rather than disrupting them.
Procedure development:
Pre-event preparation:
- •Equipment testing and backup preparation
- •Setup timeline coordination with other vendors
- •Client briefing and technical requirement confirmation
- •Emergency contact establishment and communication protocol agreement
Setup phase management:
- •Systematic equipment deployment following established procedures
- •Coordination with catering, decorating, and other event vendors
- •Sound and visual testing without disrupting other setup activities
- •Final system checks and client demonstration of key functions
Live event support:
- •Discrete monitoring of technical systems for optimal performance
- •Rapid response to technical issues without drawing attention
- •Proactive communication with event coordinators about potential concerns
- •Documentation of any issues or adjustments for future reference
Event conclusion procedures:
- •Systematic equipment breakdown and inventory verification
- •Client feedback collection and service satisfaction confirmation
- •Equipment condition assessment and maintenance need identification
- •Final venue cleanup and restoration to standard configuration
Professional Presentation and Behaviour
Technical staff represent the venue's professionalism and competence to clients and guests.
Professional standards:
- •Appropriate dress code for different event types and client expectations
- •Discrete movement and communication during live events
- •Professional language and demeanor when interacting with clients and guests
- •Confidence in technical expertise balanced with approachable accessibility
- •Team collaboration and support without compromising individual responsibilities
Service scenarios practice:
| Scenario | Challenge | Professional Response |
|---|---|---|
| Last-minute technical change | Client requests additional microphone 30 minutes before event | Assess feasibility, communicate options clearly, implement solution efficiently |
| Equipment failure during event | Main projector fails during keynote presentation | Quickly deploy backup system, minimize disruption, communicate status to client |
| Difficult client interaction | Client frustrated with technical limitations | Listen empathetically, explain constraints professionally, offer alternative solutions |
| Vendor coordination conflict | Catering setup conflicts with AV equipment placement | Collaborate diplomatically, find mutually acceptable solutions, maintain timeline |
Quality Standards and Attention to Detail
Exceptional technical service requires consistent quality standards and meticulous attention to detail.
Quality focus areas:
- •Audio clarity and appropriate volume levels for venue acoustics
- •Visual presentation quality with proper colour and brightness
- •Cable management for safety and professional appearance
- •Equipment positioning that supports rather than obstructs event flow
- •Backup system readiness and rapid deployment capability
Client Service Documentation
Maintaining service records improves future event planning and demonstrates professional accountability.
Documentation requirements:
- •Event setup specifications and equipment deployment
- •Technical challenges encountered and solutions implemented
- •Client feedback and satisfaction assessment
- •Equipment performance and maintenance needs identified
- •Recommendations for future similar events
Day 3 Service Assessment
Evaluate client service skills and professional representation capabilities.
Assessment criteria:
- •Professional communication and client interaction
- •Event procedure adherence and timing management
- •Problem-solving approach and solution quality
- •Team collaboration and vendor coordination
- •Quality standards maintenance and attention to detail
Day 4: Problem-Solving and Advanced Operations
Day four develops advanced technical competencies and complex problem-solving abilities, preparing the technician for challenging situations and sophisticated event requirements.
This advanced skills day ensures your technician can handle complex technical scenarios independently whilst maintaining service excellence under pressure.
Advanced Equipment Integration
Complex events require sophisticated technical coordination and multi-system integration.
Integration skills development:
| System Combination | Technical Challenges | Mastery Objectives |
|---|---|---|
| Audio/Video/Lighting Sync | Timing coordination, signal routing, unified control | Create seamless multimedia experiences |
| Multiple Presentation Sources | Input switching, resolution matching, seamless transitions | Handle complex presentations with multiple presenters |
| Live Streaming Integration | Encoding, network management, platform optimization | Support hybrid events with remote participants |
| Recording and Documentation | Multi-camera switching, audio mixing, file management | Capture event content professionally |
Complex Problem-Solving Scenarios
Advanced technical competency requires sophisticated troubleshooting and creative solution development.
Challenge scenarios:
Scenario 1: Multiple System Failure
- •Situation: Primary projector and backup audio mixer fail 30 minutes before major presentation
- •Learning objectives: Rapid system assessment, alternative solution deployment, client communication under pressure
- •Skills developed: Crisis management, creative problem-solving, professional composure
Scenario 2: Venue Limitation Challenges
- •Situation: Client requests exceed venue technical capabilities
- •Learning objectives: Limitation assessment, alternative solution development, expectation management
- •Skills developed: Technical consultation, solution creativity, professional communication
Scenario 3: Integration Complexity
- •Situation: Multiple vendor systems require coordination for unified event experience
- •Learning objectives: System integration, vendor communication, unified control development
- •Skills developed: Technical leadership, collaboration, system architecture
Emergency Response and Crisis Management
Technical emergencies require immediate response and systematic resolution whilst maintaining event continuity.
Emergency response training:
| Emergency Type | Response Protocol | Recovery Procedures |
|---|---|---|
| Complete power failure | Backup power deployment, emergency lighting, client communication | System restoration prioritization, equipment protection |
| Network system failure | Alternative connectivity deployment, hotspot backup, functionality maintenance | Network troubleshooting, provider communication |
| Equipment damage during event | Immediate safety assessment, backup deployment, incident documentation | Damage assessment, insurance notification, replacement coordination |
| Weather-related technical challenges | Equipment protection, alternative setup, safety prioritization | Damage mitigation, system restoration, safety verification |
Advanced Technical Skills
Sophisticated events require specialized technical knowledge and advanced equipment operation.
Specialized competencies:
- •Advanced audio mixing with effects processing and monitor management
- •Professional video production with switching and streaming capabilities
- •Lighting programming for dynamic event experiences
- •Network administration for complex connectivity requirements
- •Integration programming for unified system control
Training progression:
| Skill Level | Competency Requirements | Assessment Methods |
|---|---|---|
| Basic proficiency | Standard equipment operation, basic troubleshooting | Practical demonstration, scenario testing |
| Intermediate competency | Multi-system coordination, problem-solving, client interaction | Complex scenario management, quality assessment |
| Advanced expertise | Crisis management, system integration, technical leadership | Emergency simulation, independent operation assessment |
Vendor Coordination and Technical Leadership
Advanced AV technicians often coordinate with external vendors and provide technical leadership during complex events.
Leadership development:
- •Communication with external AV vendors and technical specialists
- •Coordination of installation and integration projects
- •Technical consultation for event planning and equipment specification
- •Training and mentorship of junior technical staff
- •Quality assurance and standard maintenance across technical operations
Performance Under Pressure
Advanced technical work often occurs under significant time pressure and client expectations.
Pressure management training:
- •Time management during complex setups with tight deadlines
- •Professional composure when troubleshooting critical technical failures
- •Effective communication with stressed clients and demanding event coordinators
- •Quality maintenance when working under observation and scrutiny
- •Team coordination when managing multiple technical priorities simultaneously
Day 4 Advanced Assessment
Evaluate advanced technical competencies and leadership potential.
Assessment criteria:
- •Complex problem-solving ability and solution creativity
- •Professional composure and performance under pressure
- •Technical leadership and vendor coordination capability
- •Advanced equipment operation and system integration
- •Emergency response effectiveness and crisis management
Day 5: Quality Assurance and Performance Review
The final day focuses on comprehensive assessment, quality assurance, and preparation for independent AV technician responsibilities.
This evaluation day ensures your technician meets all performance standards and is ready to represent your venue's technical capabilities with confidence and professionalism.
Comprehensive Skills Assessment
Thorough evaluation of all technical competencies developed throughout the training program.
Assessment components:
| Skill Category | Evaluation Method | Performance Standards |
|---|---|---|
| Equipment Operation | Practical demonstration of setup procedures | Complete setup within time standards with zero safety violations |
| Technical Troubleshooting | Simulated problem scenarios with time constraints | Systematic approach, accurate diagnosis, effective solution implementation |
| Client Service | Role-play scenarios with various client types | Professional communication, problem resolution, satisfaction achievement |
| Emergency Response | Crisis simulation exercises | Rapid response, appropriate priorities, effective communication |
Independent Operation Readiness
Verify the technician's capability to handle events independently without supervision.
Independence assessment:
Solo event simulation:
- •Complete event technical support from setup to breakdown
- •Client interaction management without supervisor intervention
- •Problem-solving and decision-making under realistic pressure
- •Quality standards maintenance throughout extended period
- •Professional representation of venue standards
Performance metrics:
| Metric | Acceptable Standard | Measurement Method |
|---|---|---|
| Setup time efficiency | Within 10% of experienced technician standard | Timed practical assessment |
| Technical problem resolution | 90% of issues resolved within 5 minutes | Simulated problem scenarios |
| Client satisfaction | 95% positive feedback rating | Client interaction role-play assessment |
| Safety protocol adherence | 100% compliance with safety procedures | Observation during practical assessment |
Quality Standards and Consistency
Ensure consistent delivery of technical service that meets venue standards and client expectations.
Quality assurance areas:
- •Audio quality standards for different event types and room configurations
- •Visual presentation standards for projection and lighting
- •Professional appearance and behavior consistency
- •Equipment care and maintenance standard adherence
- •Documentation accuracy and completeness
Quality checklist:
| Quality Area | Standard Requirement | Assessment Result |
|---|---|---|
| Audio clarity | No feedback, appropriate levels, clear speech | Pass/Needs Improvement |
| Visual quality | Sharp focus, appropriate brightness, colour accuracy | Pass/Needs Improvement |
| Professional presentation | Appropriate dress, discrete behavior, confident communication | Pass/Needs Improvement |
| Equipment handling | Careful transport, proper storage, maintenance awareness | Pass/Needs Improvement |
| Service documentation | Complete, accurate, timely completion | Pass/Needs Improvement |
Ongoing Development Planning
Establish continuous improvement goals and professional development pathways for career growth.
Development planning:
Immediate development priorities:
- •Specific technical skills requiring additional practice
- •Client service areas for continued improvement
- •Advanced equipment training opportunities
- •Vendor relationship development for expanded capabilities
Long-term career development:
- •Advanced certification opportunities in specialized technical areas
- •Leadership development for senior technician or technical management roles
- •Specialized training in emerging technologies and industry trends
- •Cross-training opportunities in related hospitality technical areas
Feedback and Performance Discussion
Comprehensive feedback session addressing strengths, development areas, and career planning.
Feedback structure:
| Discussion Area | Key Topics | Outcomes |
|---|---|---|
| Technical competency | Equipment mastery, troubleshooting ability, quality consistency | Confidence level assessment, additional training needs |
| Professional development | Client service skills, communication effectiveness, team integration | Professional growth goals, development opportunities |
| Career planning | Interest areas, advancement potential, skill development priorities | Career pathway discussion, training planning |
| Support needs | Ongoing support requirements, resource needs, mentor assignment | Support system establishment, resource allocation |
Certification and Next Steps
Official recognition of training completion and establishment of ongoing professional development.
Completion requirements:
- •Successful completion of all practical assessments
- •Demonstration of independent operation capability
- •Professional standards consistency
- •Safety protocol mastery
- •Client service competency
Ongoing support structure:
| Support Element | Description | Timeline |
|---|---|---|
| Mentor assignment | Experienced technician for ongoing guidance | First 90 days |
| Regular check-ins | Performance review and development discussion | Weekly for first month, monthly thereafter |
| Additional training | Specialized skills development opportunities | As needed based on venue requirements |
| Performance review | Formal evaluation and goal setting | 90-day and annual reviews |
Training Program Evaluation
Assess training program effectiveness and identify improvement opportunities.
Evaluation areas:
- •Training content relevance and completeness
- •Assessment method effectiveness and accuracy
- •Trainee preparation and integration success
- •Venue-specific adaptation and customization needs
- •Ongoing support system adequacy
Final Assessment Decision
Determine training completion status and employment recommendation.
Decision criteria:
- •Ready for independent operation: Meets all standards, demonstrates confidence and competency
- •Requires additional training: Shows potential but needs specific skill development
- •Not suitable for position: Lacks essential competencies or professional standards
Training completion signifies readiness to contribute to your venue's reputation for technical excellence and professional event support.
What's next
Now you've implemented a comprehensive AV technician onboarding program, focus on ongoing development and team integration. Check out our AV Technician Interview Guide for selecting the right candidates who will thrive with this training program.