Event Technology & High-Impact Meeting Environments: All-Hands and Large Meeting Environments

Large meetings are shifting from ad hoc operator control to predefined automation profiles with clear human override points. AV and workplace teams are moving routine all-hands tasks into presets, macros, and scheduled events, while leaving speaker management, escalations, and last-minute agenda shifts to human judgment. The operational load is moving from live showcalling to upfront system design, documentation, and repeatable runbooks. The work now is deciding which moments in the room can be safely automated and which must stay with a named owner.

• It reduces the number of AV staff required in the room while keeping a single point of accountability for failures.
• It shortens pre-meeting setup time and cuts the risk of missed inputs or wrong routing before executives join.
• It makes room behavior consistent across locations so presenters and assistants know what to expect.
• It turns post-incident reviews into edits to presets and runbooks instead of one-off fixes.

Teams define standard profiles for their main meeting types: quarterly all-hands, department town halls, and leadership broadcasts. Each profile has locked-in behaviors for audio levels, camera shots, content routing, and recording, triggered by a single touch-panel control or a scheduled event. A named operator owns only the exceptions: off-script speakers, hybrid Q&A, and in-room escalations. Support tickets shift from “fix it now in the room” to “update the preset and diagram” after the event. Over time, more steps move into automation, but only after they are stable and well documented.

This week, pick your most common all-hands format and document what is automated versus what requires human intervention.

• Inventory your top three recurring large-meeting formats and document their current technical steps.
• Mark each step as fully automatable, conditionally automated, or human-only based on risk and variability.
• Create or refine one preset and runbook for the highest-volume format and assign an operational owner.
• Schedule a live test in a real all-hands and log every manual override as input for the next preset revision.