Is a show caller included in full-service AV?

For mid-to-large events, yes. A show caller, sometimes called a stage manager, cues mics, video, lighting, and presenters during the run-of-show. Small single-room meetings usually use the A1 to call cues. Larger productions assign a dedicated caller.

How early does full-service AV start before an event?

Pre-production usually starts 2-8 weeks out for mid-size Bay Area events and 8-16 weeks out for large general sessions. Load-in is typically the day before the event for ballroom programs and 2-5 days before for festivals or large stages.

What's Included in Full-Service AV Production

Q: What does full-service AV production include?

Full-service AV production includes pre-production design and quoting, equipment, transport and load-in, system setup and tuning, show-day operation by trained crew, strike, and post-event deliverables like recordings. The provider owns the technical outcome from arrival to load-out.

Full-service AV production includes pre-production design, equipment, transport, load-in, system setup and tuning, show-day operation by trained crew, strike, and any agreed post-event deliverables. Unlike a rental, the provider owns the technical outcome end to end — from the first scoping call to the final cable rolled back into the truck. The phase table below shows what happens when.

Phase-by-phase scope

What full-service AV production covers in each phase
Phase	Timing	What's Included	Deliverables
Pre-production	2–16 weeks out	Scoping, gear list, site visit, run-of-show review, crew planning, venue coordination	Quote, equipment plot, labor schedule, run-of-show draft
Logistics	1–4 weeks out	Trucking, parking permits, freight elevator booking, generator coordination, content collection	Load-in schedule, contact list, content folder structure
Load-in	1–5 days before	Stage build, audio + video + lighting setup, cable runs, system tuning, content build, rehearsal support	Tuned system, programmed lighting, run-through with presenters
Show day	Day of	A1 mixing, V1 switching, L1 lighting, show caller, stagehands, hybrid stream operator if applicable	Live program, IMAG, stream, recording, presenter mic care
Strike	Same night or next day	De-rig, cable management, gear inventory, truck load, venue walk-through	Clean venue handoff, gear back to warehouse
Post-event	0–14 days after	Recording exports, debrief, invoice reconciliation, lessons captured for next event	Final recordings, post-event recap if scoped

Roles on a full-service AV crew

The crew scales with the show. A 100-person training might run with a single A1 covering audio, video, and lighting. A 1,000-person general session usually has five or more dedicated roles.

A1 / audio engineer. Tunes the PA, mixes mics and program audio, manages wireless RF.
A2. Mic prep, wireless changes, lectern audio support.
V1 / video director. Runs the switcher, IMAG, and content playback.
L1 / lighting designer. Programs and operates the lighting board.
Stream operator. Runs the Zoom, Teams, or RTMP encoder, monitors remote audio.
Show caller / stage manager. Calls cues, manages presenter flow, runs the headset comms.
Stagehands. Help with mic flips, scenic moves, and quick changes.

What is usually included in equipment

The mid-market 200–500 person scope typically bundles:

Line array PA (JBL VRX or QSC) with subs and stage monitors
4–8 Shure SLX-D or QLX-D wireless mics plus a lectern mic
Dual screens or 12×7 LED wall with switcher and playback
One camera with switched IMAG
Front wash and color wash lighting
16×12 or 20×16 stage with skirt and stairs
Comms (Clear-Com or wireless equivalent) for the crew
Cable, distro, gaff, and consumables

What is not always included

Some items are commonly quoted as add-ons:

Hybrid stream. Separate scope and operator for Zoom, Teams, or broadcast.
Recording. ISO multi-cam and post-production deliverables.
Scenic and stage dressing. Backdrop, set pieces, branded panels.
Translation / interpretation. Booth, receivers, and interpreter fees.
Generators and power. For outdoor events without shore power.
Permits. City sound permits, dock permits, parking permits.

How full-service differs from rentals

Rentals deliver gear; your team owns the outcome. Full-service owns the outcome end to end. The gap matters most in three places:

System tuning. A tuned PA in a Santa Clara ballroom sounds very different from the same boxes set up flat. Full-service includes that work.
RF management. Wireless mic coordination in venues with hotel WiFi, in-house systems, and neighboring events is non-trivial. Full-service handles it.
Show calling. Cued shows need a calm voice on comms to keep mics, video, and lighting in sync. Rentals do not include that role.

Which option fits best?

The right fit depends on event size, venue, staffing depth, show complexity, and how hands-on your team wants to be.

Rentals Only

Best when you have a confident in-house operator, a simple format, and the time to handle setup, return, and any troubleshooting yourself.

Hybrid Support

Best when you want a tuned system delivered and configured but your team can run the mics, slides, and basic operation during the event.

Full-Service AV / Production

Best when timing, multi-system coordination, and presenter experience matter, and you want a crew that owns the technical outcome from load-in through strike.

Recommended Next Step

The right option depends on event size, venue, staffing, and how hands-on you want to be. If you already know what you need, browse related rentals. If you want help mapping scope, crew, and schedule to your run-of-show, ask for a recommendation. If you need a full quote with delivery, setup, onsite crew, and strike, request a quote.

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What Is Included in Full-Service AV Production?