Event planning involves a myriad of tasks, from managing logistics to ensuring every detail aligns perfectly. But one of the most nerve-wracking aspects for many event planners is ensuring flawless audiovisual (AV) technology.
Technology failures are not only stressful but can completely disrupt the flow of an event, causing anxiety for both organizers and attendees.
Fortunately, with early planning and clear communication, you can significantly reduce the chances of AV mishaps to deliver a successful event.
In this guide, I’ll provide the essential questions you need to ask your AV provider to ensure smooth and successful outcomes.
1. What Percentage of Your Business Is Focused on Events Like Mine?
It’s essential to choose an AV provider that specializes in your type of event. For example, if you’re organizing a corporate product launch event, the AV company should have significant experience in managing complex, advanced tech programs, or for an association conference, experience managing multiple breakout rooms.
Engage with potential providers early and ask for examples or case studies of past similar events they’ve managed. You can also ask for references to get an idea of their expertise. A provider specializing in your event type will be better equipped to meet your needs and anticipate challenges.
2. How Many Events Do You Handle at This Venue Each Year?
Every venue has its own quirks, whether it’s unique acoustics, room layouts or technical requirements. An AV provider familiar with your venue will be able to set up more efficiently, troubleshoot potential issues and deliver a smoother experience.
If your event is taking place at a popular venue or a large conference center, ensure your AV provider has experience there. Their familiarity with the space can help reduce setup time and avoid issues like video feedback or poor sound coverage.
3. What Is the Average Tenure of Your Event Technical Staff?
The experience level of the technical staff assigned to your event can make or break the event’s success. A high turnover rate among staff can result in a lack of continuity, while long-term employees are often more adept at troubleshooting and adapting to last-minute changes.
Request to meet the team that will be working on your event or inquire about the average tenure of their technical staff. A provider with veteran staff can respond to issues faster and help keep everything running smoothly.
4. What Differentiates You From the Local Competition?
Event AV companies are not all the same. Whether it’s their technological capabilities, customer service or unique features, understanding what makes an AV provider stand out will help you choose the right fit.
Look for providers offering exclusive or advanced services, such as 3D mapping or immersive lighting effects. For example, if you’re looking to create a visually striking environment, an AV company with experience in dynamic stage design can help bring your vision to life. Ask for demonstrations or video examples of their work to understand what they can offer.
5. How Much Do You Invest Annually to Refresh Your Gear?
Using outdated or poorly maintained equipment can lead to technical failures during the event. It's important to choose an AV company that invests in regularly updating its gear to stay ahead of the curve.
Ask to see a list of the equipment they use or request a review of their latest gear investments. A reliable AV provider will ensure that their equipment—such as projectors, sound systems and microphones—is current and in top condition.
6. How Far From the Venue Is Your Warehouse?
Technical failures can and do happen. Having an AV provider with a warehouse close to the venue means they can quickly resolve any issues that arise during the event without wasting valuable time.
Look for an answer here that relates to back-up systems, some of which should be a part of the systems’ normal operations. There may be redundant units already wired up and ready for use. There could also be onsite spares that only need minutes for use and could be add-ons to the known quantities (saving the need for the “shop run”). The options that demonstrate a depth of partnership with other local companies, “co-opitition” and friends of the industry within arm’s reach are indicative of strong culture and healthy relationships.
7. When Are Your Busiest Periods?
Just like any industry, AV providers have busy seasons. Understanding their peak periods will help you avoid scheduling conflicts and ensure that they have enough resources to dedicate to your event.
If your event is scheduled during a busy time (e.g., during major industry tradeshows), book your AV provider well in advance. This proactive approach helps secure the provider’s services before they get fully booked. Aligning your event’s timing with a relatively slow week for the supplier may also give you some pricing favorability.
8. What Is Your Typical Pricing Structure, and Are There Any Hidden Costs?
AV services can be one of the most significant expenses for an event, but the costs can vary widely. It’s crucial to understand the pricing structure upfront and avoid unexpected charges.
Always ask for a detailed quote and ensure you understand what’s included. Some AV companies advertise low base rates but charge extra for items like cables, setup time or overtime charges. A transparent breakdown will help you avoid any surprise fees and make the budgeting process smoother.
Some items may carry a daily minimum while others have a weekly minimum. Labor works the same way, and having knowledge around where your limits are will help you stay on track.
9. How Do You Handle Onsite Troubleshooting and Technical Support?
Even with the best planning, technical issues can arise during the event. Knowing how your AV provider plans to address problems as they happen will ensure the show goes on without disruptions.
Ask about their onsite support plan. Will they have technicians available to handle potential issues in real time? During a recent keynote, a microphone malfunctioned mid-speech but the AV team quickly resolved the issue with a backup microphone, preventing any delays. Ask your provider how they would handle similar situations.
10. What Innovative or Interactive Technologies Can Enhance Audience Engagement?
Interactive elements and cutting-edge technology can elevate the event experience for attendees. Today’s audiences expect more than just basic presentations—they want to engage with the content in meaningful ways.
Look for an AV provider that can offer live polling, real-time feedback systems and immersive visuals. At one event, the use of live polls displayed on a large LED wall helped increase audience participation. Discuss how these technologies can be integrated into your event to enhance engagement and provide memorable experiences.
[Related: How to Create Engagement at Events Through AV]
Leverage Industry Networks for Support
If you're unfamiliar with the AV providers in your area, consider leveraging networks like the Event Production Network (EPN). EPN connects planners with top-tier AV providers who are vetted by their peers and who have direct connections to leading equipment suppliers. These resources can be especially valuable if you're organizing an event in a new market or city, helping you find a reliable AV partner quickly.
The Value of a Strong AV Partnership
Building a strong partnership with your AV provider is critical to ensuring your event runs smoothly and meets your objectives. Successful AV planning requires more than just a transaction—it demands clear communication, early engagement and alignment on goals and challenges.
To navigate the complexities and costs of AV, it's essential to approach the process with the right knowledge. Join Meetings Today and Eric Newkirk, past president of EPN and VP of Design & Creative for AVFX, in a free one-hour webinar where he will cover the key questions to ask and how to avoid costly mistakes.
By participating, you’ll gain the confidence to manage AV effectively and ensure your event not only meets but exceeds expectations. Don’t miss this opportunity to proactively enhance your next event’s success.
