Committee

AV Committee

AV Committee — 15 members. Chair: Balu Saravanan; Co-Chair: Kamalesh.

Committee

AV Committee

Members

Total team

Chair

Balu Saravanan

Co-Chair

Kamalesh

Priority

Critical

Key Dependencies

ProgramComperingVisual MediaParallel SessionsVendorFiTENFeIFFLogisticsMarketingTechnical CommitteeEvent Day Management

Committee Overview

AV Committee manages the audio, video, lighting, projection, stage feeds, sponsor content, event sequencing, and AV readiness for all FeTNA 2026 programs.

The committee works closely with Program, Compering, Visual Media, Parallel Sessions, FiTEN, FeIFF, Vendor, Logistics, Marketing, Technical Committee, and Event Day Management teams to ensure all sessions are technically ready before the convention.

Volunteers should have basic technical knowledge, attention to detail, or willingness to learn and support AV operations during the event.

Official Responsibility

Manage audio, video, lighting, microphones, projection, stage feeds, technical requirements, AV content readiness, sponsor ad coordination, rehearsal support, and onsite AV issue escalation for FeTNA 2026 programs.

Scope of Work

Sound
Lighting
Microphones
Stage feeds
Screens
Projectors
Laptops
Audio console
Cabling
Backup systems
Artist technical requirements
Sponsor advertisement playback
Video file collection and validation
Audio file collection and validation
Presentation file collection and validation
Breakout room AV coordination
FiTEN AV requirements
FeIFF AV requirements
Vendor coordination
Rehearsal support
Event sequencing support
Onsite AV troubleshooting

Key Workstreams

AV vendor coordination
Mic, sound, and lighting plans
Projection and screens
Rehearsal support
Issue escalation per stage
Program and event coordination
Sponsor ad collection and playback
Video file collection and validation
Audio file collection and validation
Tech rider and lighting consolidation
Breakout room AV coordination
FiTEN AV coordination
FeIFF AV coordination
Logistics, laptops, tools, and software readiness

Current AV War Room Status

Task	Current Status	Status
Volunteer assignments	In Progress	Green
Collecting and organizing AV files	In Progress	Green
Content creation with offshore team	In Progress	Green
Additional hardware requirements	In Progress	Green
FeIFF AV requirements	Yet to Start	Yellow
FiTEN AV requirements	In Progress	Green

Green: On TrackYellow: Needs AttentionRed: Blocked / CriticalGray: Not StartedBlue: In Review

Workstream Details

Program / Event Coordination

Coordinate cultural programs, events, communication, requirements, scheduling, sequencing, and AV readiness.

Program coordination
Event communication
Requirement gathering
Scheduling
Sequencing
Coordination with program teams

Sponsor Ads

Manage sponsor advertisement collection, video creation, and presentation coordination.

Collect sponsor advertisements
Coordinate sponsor video creation
Prepare sponsor presentations
Work with marketing team
Work with video creators
Confirm final playback readiness

Video

Collect video files
Validate video files
Confirm format compatibility
Secure and organize final video files
Maintain backup copies

Audio

Collect audio files
Validate audio files
Confirm format compatibility
Secure and organize final audio files
Maintain backup copies

Tech Rider & Lighting

Collect artist and program technical requirements
Consolidate tech riders
Coordinate lighting requirements
Share final requirements with AV vendor
Confirm readiness before rehearsals

Breakout Rooms

Coordinate AV requirements for breakout rooms and parallel sessions.

Coordinate breakout room schedules
Collect room-specific AV requirements
Collect participant PPT files
Collect RCC PPT files
Validate presentation readiness
Confirm projector, laptop, mic, and audio needs

FiTEN and FeIFF

Coordinate AV requirements
Validate submitted content
Confirm session-specific needs
Track readiness with FiTEN and FeIFF teams
Confirm video, audio, presentation, and screening requirements

Logistics

Track required tools and software
Track laptops and hardware
Confirm AV support needs
Coordinate with logistics and venue teams
Ensure backup systems are available

Focus Areas

Mic planLightingProjectionRehearsalsStage coordinationSponsor adsVideo readinessAudio readinessBreakout roomsFiTENFeIFFBackup systemsEvent sequencing

Audio & AV Equipment Requirements

Item	Required	Confirmed	Owner	Status	Notes
Laptops	—	—	—	—	—
Wireless microphones	—	—	—	—	—
Audio console	—	—	—	—	—
Projectors	—	—	—	—	—
Cabling	—	—	—	—	—
Backup systems	—	—	—	—	—

Master Lineup Document

The Master Lineup Document should be used as the central AV execution reference for the convention.

Tracked Columns

Event nameDateTimeVenue or roomProgram ownerAV requirementsVideo file statusAudio file statusPPT statusSponsor ad placementNotesFinal readiness status

Link or upload Master Lineup Document (TBD)

Onsite Execution Plan

Dedicated AV contact per stage / session
Sound check before every session
Backup mics readily available
Mic handoff coordination with Compering
Final video and audio files available before program start
Sponsor ads validated before playback
Laptop and projector check for each room
Breakout room AV readiness check
FiTEN and FeIFF AV readiness check
Real-time issue escalation channel
Backup systems available for critical programs
Convention readiness review before event start

Coordination Needed From Other Teams

Program
Cue sheet, timing, sequence, program changes, final lineup, and stage flow.
Compering
Mic handoffs, announcements, speaker timing, and stage coordination.
Visual Media
Camera feeds, audio feeds, recording needs, and live display coordination.
Technical Committee
Digital signage feeds, presentation support, laptops, software, and technical troubleshooting.
Film Festival / FeIFF
Screening AV, video format, audio requirements, projector needs, and playback readiness.
FiTEN
Presentation files, speaker AV needs, laptop/projector/mic requirements, and session timing.
Traditional Arts
Performance sound, stage setup, mic needs, and music playback.
Parallel Sessions
Session AV, PPT collection, projector needs, room setup, and presenter support.
Event Day Management
Stage flow, crowd movement, escalation support, and urgent onsite coordination.
Marketing
Sponsor ads, video files, branding assets, and promotional content.
Logistics
Laptops, hardware movement, cabling, backup systems, storage, and onsite support.
Vendor
AV equipment, sound, lighting, projection, technical staffing, setup, testing, and troubleshooting.

Next Steps

Task	Owner	Due	Status	Notes
Complete volunteer onboarding	Balu Saravanan	May 15, 2026	In Progress	—
Finalize AV inventory	Balu Saravanan	May 30, 2026	In Progress	—
Validate sponsor content	Kamalesh	Jun 10, 2026	Not Started	—
Lock event sequencing	Balu Saravanan	Jun 15, 2026	Not Started	—
Complete convention readiness review	Balu Saravanan	Jun 25, 2026	Not Started	—
Finalize FiTEN AV requirements	Kamalesh	Jun 10, 2026	In Progress	—
Finalize FeIFF AV requirements	Kamalesh	Jun 15, 2026	Not Started	—
Confirm breakout room AV needs	Kamalesh	Jun 20, 2026	Not Started	—
Confirm laptops, microphones, projectors, and backup systems	Balu Saravanan	Jun 20, 2026	Not Started	—
Prepare final Master Lineup Document	Balu Saravanan	Jun 25, 2026	Not Started	—

Committee Contacts

Balu Saravanan
Chair
732-261-7852
Kamalesh
Co-Chair
+1 (201) 406-0802

This AV Committee page is intended for internal FeTNA 2026 convention coordination. It should help the AV, Program, Compering, Visual Media, Marketing, Logistics, FiTEN, FeIFF, Parallel Sessions, Technical, Vendor, and Event Day Management teams stay aligned on AV readiness, content readiness, equipment needs, sequencing, and onsite execution.