Specify staging, sound, lighting, screens, power and decor items per room, with quantities and setup times. A free equipment requirement form.
Quick answer
Specify staging, sound, lighting, screens, power and decor items per room, with quantities and setup times. A free equipment requirement form.
Production requests fail on quantity and timing, not on the item list. This form captures each piece of kit or decor item with quantity, room, when it is needed and when it can go, plus power and rigging constraints — the information a crew actually builds a load-in from.
The Decor and AV Equipment Requirement Form is the bridge between a design intent and a production sheet. Items are listed with quantity, room, need-by and release times, so the crew and the venue can plan access.
It is used by planners submitting requirements to a venue, and by venues collecting them from clients.
Seven facts about the Decor and AV Equipment Form, in the order you will need them.
| Template | Decor and AV Equipment Form |
|---|---|
| Category | Events & Weddings |
| Format | Form for staging, AV and decor requirements |
| Time to complete | 10 to 15 minutes per room, longer once quantities and release times are set |
| What you get | One structured record per respondent — event, room and date through decor styling notes and supplier handling — collected in a sortable, exportable list |
| Best for | Production and technical teams · Planners and designers · Venues and hire companies |
| Cost | Free to copy, customize and reuse on FormLM |
What respondents actually fill in for staging, AV and decor requirements. Replace the sample items with your hire catalogue; need-by and release times stay, since those are what venues approve.
Sample layout of the Decor and AV Equipment Form as respondents see it, on desktop and mobile.
Everything the Decor and AV Equipment Form ships with before you customize it.
Not a wish list — each line has a count and a window.
The constraints that decide whether a design is possible.
Items assigned to rooms so parallel spaces do not double-book kit.
Who delivers, installs and removes each item.
Four steps from a copy to a usable record of staging, AV and decor requirements.
Copy the form with the item, timing and rigging lines already separated.
Rename the item categories to the kit you actually stock, and add a line for consumables if you hire them.
Send it to clients during the production scoping stage, or hand it to the venue with your floor plan.
Check the power and rigging answers against the venue's limits before you commit a design.
Three moments where a structured form beats an email thread or a paper sheet for staging, AV and decor requirements.
AV and staging requirements per hall.
Backdrops, florals and lighting with install windows.
Kit allocated across parallel spaces.
Once the request is in, production, the venue and the hire company all read the same sheet.
A requirement sheet they can build from.
Design intent translated into quantities.
Client requests received in a usable format.
What makes the Decor and AV Equipment Form a working instrument rather than a blank page.
The exact wording respondents see in the Decor and AV Equipment Form, in order — starting with event, room and date. Quantities come before timings on purpose — a load-in list without them causes a second trip to the dock.
