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

Teams are drawing a harder line between AV tasks that can be fully automated and those that require a named human owner in all-hands, and large rooms. This is changing how we design rooms, document setups and staff events. Autostart, auto-switching and presets now handle repeatable steps. A smaller set of human checks covers the edge cases that derail live meetings.

• Room bring-up becomes predictable, with fewer last-minute control room interventions.
• Support tickets shift from generic “room broken” reports to specific, diagnosable exceptions.
• Staffing plans for large meetings can be right-sized around known manual touchpoints.
• Runbooks and diagrams become accurate representations of what happens in the room.

Instead of a tech doing every step, rooms use automation for power-up sequences, input routing and standard volume levels. A designated owner then runs a short checklist focused on non-automatable risks like microphone placement, camera framing for the seating layout and verification of remote connectivity for key speakers. For all-hands, this person is named in the calendar invite and the runbook. Their responsibilities are documented on a one-page diagram at the tech position so anyone can cover if needed.

Pick one all-hands room, list the steps currently done by a human, mark each as “automate” or “own,” and assign a named owner for the remaining manual steps.

• Audit one recent large meeting and map the actual AV workflow from room power-up to shutdown.
• Tag each step as automated, automatable or human-only, and remove duplicate human checks.
• Create a one-page checklist for the human-only steps and assign a primary and backup owner.