The AV Checklist for Alternative Investment Summits and Crypto Conferences

Alternative investment summits and crypto conferences look similar on paper: panels, fireside chats, keynotes, a sponsor hall. In practice they put different pressures on production. Alt investment audiences are allocators and fund managers who notice every rough transition, and some of the most valuable sessions are off the record. Crypto audiences are online all day, stream everything, and expect live demos to work.

This is the checklist we work from, organized by department. Use it to pressure-test your own plan or your production partner's proposal.

Stage and Display

• LED wall sized for the room. Brighter than projection, better on camera, and flexible enough to act as the scenic backdrop, not just a screen.
• Content built to the wall's actual resolution. Get the pixel dimensions from your LED vendor before design starts.
• Confidence monitors downstage showing slides, a countdown clock, and notes, visible only to speakers.
• Sightlines checked from the back corners of the room, and camera positions that are not blocked by the audience.
• Breakout rooms with rear projection or large-format displays, which are usually sufficient and more cost-effective.

Audio

• Wireless lavaliers for every panelist, with handheld wireless microphones as backup and for audience Q&A.
• Microphone count: take your largest panel, double it, and add two to four spares. That lets you mic the next panel while the current one is still on stage.
• A sound system sized to the space, with delay speakers in large rooms so the back can hear without blasting the front.
• A dedicated audio mix for the stream and recording, separate from the room mix.
• Spare packs charged and staged at the audio position, not back at the warehouse.

Cameras and Capture

• Two cameras minimum for any single stage; three if you are livestreaming (wide, medium, and a close-up or cut camera).
• Camera positions confirmed with the venue during planning, not discovered at load-in.
• ISO recordings of each camera if you want highlight reels and session clips after the event.
• A recording plan for every session, including the ones that will not be streamed.

Livestream and Internet

• A dedicated, hardwired circuit for production, isolated from attendee Wi-Fi. Never stream over venue Wi-Fi.
• Bandwidth: a 1080p stream typically runs at 5 to 6 Mbps. Budget 10 Mbps upload minimum and 20 Mbps recommended per stream, multiplied for every simultaneous stage.
• A backup connection (bonded cellular or satellite) with automatic failover, and a backup encoder ready to go live.
• The right platform for the audience: Vimeo or a private server for credentialed LP streams, YouTube, LinkedIn, or X for public reach.
• A full stream test on the actual venue connection, encoder, and platform before show day.

Graphics and Content

• Stage backgrounds and LED wall looks for each session type.
• Lower thirds with name, title, and firm, ready for every speaker.
• Walk-in and walk-out loops, session title slides, and sponsor graphics.
• Any required disclaimer or disclosure slides confirmed with the client's compliance team.
• Everything built and tested on the playback system before rehearsal.

Show Control and Crew

• A dedicated show caller running the rundown and calling every cue.
• Stage managers for each active stage, plus runners if the green room is far from the stage.
• Wireless communications for every department, with a clear channel plan.
• A current run of show that every department works from. We use ShowCall so cue timing, countdowns, and speaker facesheets stay synced across the crew.

Speaker Support

• Slides collected 48 hours in advance, formatted, and tested on the playback system.
• Speakers backstage at least 10 to 15 minutes before their session, or mic'd in the green room.
• Pick-up times calculated from real walk times between the green room and the stage.
• Security detail requirements coordinated with the technical director in advance.

What Is Different About Alternative Investment Summits

• Off-the-record sessions. Some sessions run under the Chatham House Rule or are closed to recording entirely. Mark them clearly in the run of show so nothing is streamed or recorded by mistake.
• Credentialed streams. LP and allocator audiences often need password- or token-protected access, not a public link.
• High-profile speakers. Former officials and fund managers bring security details, tight schedules, and little patience for a rough handoff.
• Dialogue over spectacle. The content is conversation. Audio clarity and clean camera work matter more than effects.

What Is Different About Crypto Conferences

• Attendee connectivity is part of the show. Crypto audiences are online constantly. Plan attendee Wi-Fi as seriously as the production circuit, and keep them on separate networks.
• Live demos depend on the internet. On-chain transactions and live coding need a reliable connection and a fallback, such as a pre-recorded version ready to roll.
• Bigger public streams. Streams often go out publicly to large online audiences, so the stream is a primary deliverable, not an add-on.
• Remote and international venues. When the venue cannot deliver the bandwidth, you may need to build your own network. At the SALT Wyoming Blockchain Symposium, our custom Starlink network ran five separate networks with a branded captive portal and served production plus 100+ simultaneous attendee users, at roughly 50% of the venue's price.
• Late changes. Speaker lineups and slides change right up to show time. Build that into the graphics and playback workflow.

Planning Timeline

• 6 to 12 months out: production partner on board, venue and room layouts reviewed for production, internet options confirmed.
• 3 months out: stage design, equipment list, crew plan, streaming platform chosen, graphics package started.
• 1 month out: run of show drafted, speaker briefings sent, camera and stage positions confirmed with the venue.
• 1 week out: slides and videos collected, graphics finalized, off-the-record sessions confirmed.
• Show week: load-in, stream test on the venue connection, full technical rehearsal.
• After: footage backed up to two separate locations, session clips delivered, debrief with vendors.