AI AV Planner
Turn your event idea into a production brief.
Describe what you are planning. Our AI-assisted planner will help organize your requirements and identify what needs a technical review.
Please do not include confidential or sensitive personal information. Your answers stay in this browser tab and are sent to our planning service and its AI provider (OpenAI) only to create your plan; they are not saved as a lead. Amounts of money and contact details are removed before anything is sent to the AI. Nothing reaches our team unless you choose to send the brief.
How it works
Describe your event
Answer a few short questions, or paste a brief you already have. Every question has a “Not sure” option.
Answer a follow-up or two
The planner asks only about the details that would change the production most.
Review your preliminary plan
See your confirmed details, suggestions, assumptions and open questions. Edit or refine it.
Send it for review, if you want
Our production team reviews the plan and comes back with questions or a proposal.
What you get
- A clear summary of the details you confirmed
- Preliminary suggestions for audio, screens, lighting, cameras, streaming and crew, described by what they do
- The assumptions it made and the information still missing
- Questions worth asking the production team
- A brief you can copy, print or send to First Impact
What it does not do
- It does not give prices or quotes. Pricing depends on the agreed scope, and our team prepares a proposal.
- It does not confirm dates, equipment availability or crew.
- It does not approve rigging, power, structural loads or safety, and it cannot guarantee internet or stream performance.
- It does not replace a technical review: venue suitability and feasibility are confirmed by our team.
Questions about the planner
Does the AI AV Planner give a quote?
No. The planner produces a preliminary brief, not a quotation. It organises your requirements, suggests what a production may need to consider and lists what is still unknown.
If you send the brief to us, the First Impact production team reviews it, checks venue suitability and technical feasibility, and then prepares a proposal. Prices only appear in that proposal.
Also asked as: Can the AI planner tell me how much my event will cost?
· Is the AV planner result a proposal?
Do we need to know what equipment we need before contacting you?
No. Describe the event instead: the room, the audience, how people will present, and whether anything is streamed or recorded. Choosing the equipment is our job.
A list of gear on its own says little about whether a production will work. Floor plans, the agenda and sample presentations tell us far more, and we turn them into a proposal that explains what each system is for.
Also asked as: We don’t know what AV we need. Can you advise?
· Do we have to send an equipment list?
What information should we include in a brief?
Include the event date (or a range), city and venue, format, audience size in the room and online, the run of show if you have it, and what the production must achieve.
Helpful extras are floor plans, a technical rider, platform details, remote speakers, what is already covered by other suppliers and a budget range. If something is undecided, say so; the proposal will state its assumptions.
Also asked as: What do you need from us to quote an event?
· How do we write a production brief?
Why don’t you publish a price list?
Because a price list would describe equipment, not your event. The same equipment list can be right for one venue and wrong for another, and most of the work is in planning, crew and schedule.
We would rather understand the event first and send a proposal that matches it, with inclusions and exclusions stated. The Production Budget Guide explains which factors shape that scope.
Also asked as: Do you have AV packages with fixed prices?
· Where can I see your rates?
How early should we contact you?
Contact us as soon as you have a date and a venue, even if the scope is still open. Early contact gives time for a site visit, equipment availability, venue requirements and testing.
Multi-room, hybrid and multi-site productions need more lead time than a single-room event because they involve more tests and coordination. We can sometimes support shorter timelines; that depends on availability, which we confirm when we receive your brief.
Also asked as: How far in advance should we book AV production?
· Can you take an event at short notice?
How do we start working together?
Send us your brief through the form on this site with what you know so far; unknowns are fine.
We review it, come back with questions or a call if needed, and then prepare a written scope and proposal. Nothing is booked until the scope and terms are confirmed in writing.
Also asked as: How do we request a quote?
· What is the first step to hire you?