Product Overview

Summary: This Audio-Visual Technology Operations Standard Operating Procedure provides a clear, end-to-end framework for planning, setting up, operating and packing down AV systems in Australian workplaces and venues. It standardises how your team manages sound, lighting, projection, streaming and conferencing so every event, meeting or presentation runs smoothly, professionally and with minimal disruption.

Audio-visual technology is now mission-critical for how Australian organisations communicate, train, sell and collaborate. From hybrid board meetings and webinars to classroom teaching, town halls and large-scale events, the expectations on AV reliability and quality have never been higher. This Standard Operating Procedure brings structure and consistency to your AV operations, covering every stage from pre-event planning and room checks through to live operation, troubleshooting and post-event pack-down.

The procedure is designed for organisations that rely on a mix of in-house and outsourced AV support, or that manage multiple rooms and venues with different equipment. It addresses common pain points such as last-minute technical failures, inconsistent audio levels, poor camera framing, feedback and echo in hybrid meetings, and delays caused by unclear responsibilities. By implementing this SOP, you create a repeatable, documented way of working that reduces downtime, improves user experience, and supports compliance with your broader WHS and risk management framework.

Written specifically for the Australian context, the SOP aligns with local expectations for professional conduct, privacy, accessibility and equipment care in workplaces, schools, government agencies and commercial venues. It helps you demonstrate due diligence to clients and internal stakeholders by showing that AV operations are not ad-hoc, but controlled, auditable and continuously improved.

Key Benefits

• Standardise AV planning, setup and operation across rooms, campuses and venues.
• Reduce event delays and meeting disruptions caused by preventable technical issues.
• Improve audio and video quality for in-person, remote and hybrid participants.
• Streamline onboarding and training of new AV staff, volunteers and contractors.
• Protect valuable AV assets through consistent handling, storage and maintenance practices.

Who is this for?

• AV Technicians
• IT and AV Support Officers
• Event Coordinators
• Facilities Managers
• Training and Development Managers
• Corporate Communications Managers
• School and University ICT Managers
• Conference and Venue Managers
• Hybrid Meeting Producers
• WHS and Risk Advisors in Events and Venues

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Abbreviations
• 3.0 Roles and Responsibilities (AV Technicians, Event Owners, IT Support, Venue Staff)
• 4.0 Applicable Legislation, Standards and Organisational Policies
• 5.0 AV System Overview (Audio, Video, Control, Network, Streaming Components)
• 6.0 Pre-Event and Pre-Meeting Planning Checklist
• 7.0 Room and Equipment Pre-Use Inspection
• 8.0 Standard Setup Procedures by Room Type (Meeting Rooms, Training Rooms, Lecture Theatres, Event Spaces)
• 9.0 Audio Configuration and Level-Setting Procedure
• 10.0 Video, Projection and Display Configuration Procedure
• 11.0 Hybrid and Virtual Meeting / Webinar Setup Procedure
• 12.0 Live Operation and Monitoring (Run-of-Show Management)
• 13.0 Troubleshooting Guide for Common AV Issues
• 14.0 Recording, Streaming and Content Management Procedures
• 15.0 Equipment Shutdown, Pack-Down and Storage
• 16.0 Cleaning, Care and Preventive Maintenance Requirements
• 17.0 Change Management for AV Configurations and Software Updates
• 18.0 Training, Competency and Induction Requirements
• 19.0 Documentation, Logs and Incident Reporting
• 20.0 Continuous Improvement and Review of AV Operations

Legislation & References

• AS/NZS ISO 9001:2016 Quality management systems – Requirements
• AS/NZS ISO/IEC 27001:2023 Information security, cybersecurity and privacy protection – Information security management systems (for recording, streaming and data handling processes)
• Broadcast Services Act 1992 (Cth) – as relevant to recorded and streamed content obligations
• Privacy Act 1988 (Cth) and Australian Privacy Principles – for recording of meetings, events and personal information
• Disability Discrimination Act 1992 (Cth) – in relation to accessible communication (e.g. captions, audio clarity, visual access)