Conference Room Power and AV Coordination Checklist

Updated September 25, 2026. Print this worksheet and bring your notes to your consultation.

Use this worksheet before ordering conference furniture or scheduling room renovations. It helps Jacksonville office managers coordinate the electrical contractor, furniture supplier, AV or IT team, and property representative around one agreed plan.

The checklist organizes the project. Qualified contractors determine the technical requirements and evaluate the building conditions.

Property / suite / room: ___________________________________

Project lead / contact: ____________________________________

Target room-ready date: ___________________________________

1. Define the room's use

• Record the normal and maximum expected meeting attendance.
• Describe laptop charging, presentations, video calls, and other regular activities.
• List all equipment expected to stay in the room, with model information where available.
• Identify whether the room will use a fixed table, movable tables, or multiple layouts.

Typical meeting / attendance: ______________________________

Alternative layouts / future changes: _______________________

2. Agree on the furniture and equipment plan

• Obtain a dimensioned room plan showing doors, tables, chairs, and display locations.
• Include table bases and proposed furniture power modules in the information shared.
• Ask the furniture supplier for its power-module specifications and connection instructions.
• Have the electrician and AV team review the same version of the plan.

Drawing version / approval date: ____________________________

Furniture model / supplier contact: __________________________

3. Review the electrical options

• Ask the electrician to evaluate the supply for the proposed equipment.
• Compare suitable connection locations against the actual furniture layout.
• Identify recurring extension-cord use that the new arrangement should address.
• Ask how the finished arrangement will accommodate service access and cleaning.

Preferred option / alternatives: _____________________________

Site questions requiring assessment: ________________________

Planning reference: OSHA's general-industry electrical standard restricts flexible cords used in place of fixed wiring, subject to its permitted uses. Ask the qualified project team to assess the actual arrangement.

4. Resolve building conditions and responsibilities

• Obtain the property representative's requirements for changes to the space.
• If floor work is proposed, confirm the required records, investigations, permissions, and protection measures before authorizing penetrations.
• Assign responsibility for flooring, wall, or ceiling restoration and access to adjoining spaces.
• Identify who handles applicable permits, inspections, and building coordination.

Property approval contact: _________________________________

Unresolved building condition / owner / next step: ____________

Selection reference: Legrand's floor-box information illustrates different flooring applications. Have the project team verify the selected system against the actual floor assembly and installation conditions.

5. Coordinate the installation

• Name separate contacts for electrical work, furniture, AV equipment, and IT configuration.
• Confirm who provides every connection component and who installs it.
• Have the electrician identify the areas affected by any planned shutdown.
• Agree on meeting relocations, access, noise restrictions, and change approvals.

Work window / affected operations: __________________________

Approval contact / backup contact: __________________________

6. Test the room and document the result

• Arrange a demonstration using the intended meeting equipment and layout.
• Ask the responsible teams to demonstrate charging, displays, conferencing, and presentation functions.
• Collect relevant electrical records, equipment manuals, and support contacts.
• Record outstanding issues with an owner and follow-up date before closing the project.

Demonstration date / attendees: _____________________________

Open item / owner / due date: _______________________________

Bring a complete brief to your estimate

Share this worksheet, the room plan, and equipment information when you contact Bolt Electric about the electrical scope. Learn more about our commercial electrical services.

For the planning guide, read Conference Room Electrical Planning in Jacksonville: Put Power Where Meetings Happen.