Corporate event AV planning software

Conference AV planning is logistics

A corporate event rarely needs creative surprises. It needs a lectern mic that does not feed back, slides that come up on cue, a confidence monitor the presenter can see and a stream that stays up. Almost every failure on the day traces back to something that was not planned: a room that got an extra presenter, a cable that was two metres short, a converter left in the warehouse.

That is why the planning tools matter. The diagram is the spec, the packlist is what leaves the warehouse and the patch list is what the crew follows on site. When all three come from the same plan, they cannot drift apart.

Conference AV planning software built around the signal flow

In H2R Gear you build the show as a diagram. Search the community library for the lectern mic, wireless receivers, switcher, projectors and stream encoder, or create anything missing with the gear builder. Drag cables between real outputs and inputs. Give each one a label and a length. Connection rules stop incompatible ports from connecting unless you override them, which catches the "HDMI laptop into an SDI switcher" problem while you still have time to order a converter.

For breakouts, draw one room, select it and copy and paste: the cables come too. Adjust each copy for its room. On Pro, drop each room into a zone and switch the canvas to Left to Right orientation if that reads better for your crew.

Everything the crew needs, from one plan

Dates, rigging days and Job IDs on every plan

Corporate work comes in seasons, and a busy autumn can mean a dozen shows in flight. Each H2R Gear plan carries a Job ID that matches your booking or rental system, plus event dates and rigging dates. The plans list has Active, Upcoming, Past and Archived tabs so you can see what is coming up without scrolling past last year's jobs. When you export a PDF, the optional information bar puts the plan name, dates and notes on the page.

Projects for riders, call sheets and venue PDFs

A conference is rarely one diagram. With projects (Pro and team plans), you group the ballroom plan, the breakout plans and the hybrid stream plan together with uploaded files up to 25MB each: the client's run sheet, the venue's floor plan PDF, the band rider, photos from the site visit. Share the whole project with your team so the crew chief, the video tech and the audio engineer all work from the same folder. See the projects docs.

A patch list the crew can work from

On show day, the patch list (Pro) is the document people actually hold. It lists every cable with its type, label, length, from item and output, to item and input. Filter it to find every cable on the switcher, sort by type to pull cables in the warehouse, and export it to CSV or copy it into your show doc. Our guide on how to make a patch list covers what a good one looks like, and the cable schedule template shows a filled example for a conference room.

The $12 event pass for freelancers

Not every technician needs a subscription. If you are a freelancer booked for one conference, the one-time event pass costs $12 and unlocks 10 days of Pro features: zones, the patch list, projects, Left to Right mode, sharing and export. No subscription, nothing to cancel. For regular work, Pro is $15 per month, and crews can use Small Team ($25 per month with three members included) or Growth Team. Full details are on the pricing page.

Pair it with a checklist

H2R Gear handles the gear and the signal flow. For the rest of the job (pre-show confirmations, load-in order, rehearsal and strike) work through our corporate event AV checklist. It is written to sit alongside a plan and a packlist, so most of the pre-show section becomes a series of quick confirmations.