Is Your AV Event-Ready? Smart Actions for Planners

When you’re planning a meeting or event with a large general session, your AV setup isn’t just a technical detail—it’s the backbone of the message you need to deliver. A single glitch in sound, video, or connectivity can overshadow even the most carefully curated content. Yet, many planners are unsure of how to evaluate the equipment and services being provided and receive vague assurances that the “AV is fine,” without knowing how to truly verify that claim.

Whether you’re working directly with the venue, with their in-house provider, or a third-party AV company, there are some common steps to help you avoid last-minute surprises—and protects your event and your reputation.

Here’s a checklist of smart, non-technical actions you can take to evaluate and confirm that the AV setup is ready for showtime:

1. Ensure the equipment is appropriate for your needs.

It’s not about chasing the latest tech—most events don’t need bleeding-edge innovation—but outdated gear can be prone to failure, incompatibility, or subpar quality. If the projected image doesn’t fill the screen, or if the microphones have duct-taped battery covers, it’s worth a closer look.

2. Always schedule a technical rehearsal.

Whether you have one presenter or multiple presenters, make sure that their content is tested through the AV system.

Best practice is to load all presentations on one or two computers that are part of the AV system to avoid any surprises with presenter’s personal laptops, or awkward time spent while they plug-in.

Allow presenters an opportunity to see their content on the AV system and get familiar with the tech being used to support them.

This means that the space being used must be reserved with enough time to allow for setup and testing of the AV system before presenter content and familiarization can occur.

3. Plan for “Just in Case”

Cables fail. Mics cut out. Changes happen. Redundancy planning—spare mics, backup projectors, extra cables—isn’t overkill; it’s smart. Wireless microphone technology has become very reliable, but having a wired microphone near the stage is a great insurance policy.

4. Ask about the technical staff. 

Large events live and die by the crew running the AV systems. When your message is on the line, saving money on technical talent is not the place to look for savings. Ask how much experience your technical crew has with the systems being used. Have they used this equipment before? Plan your setup to adapt to changes. 

5. Plan for flexibility.

Let’s face it—room counts grow, speakers add new formats, hybrid options pop up. Your AV plan should flex with you.

Ensure that your systems aren’t maxed out. If you have 8 microphones, two computers, and audio playback (11 total inputs), don’t settle for a 12 channel audio mixer that only gives you 1 extra channel – there are 14 and 16 channel options that give you room to grow.

If you suddenly need to adapt to allow for a virtual presenter, you’ll need to have those extra inputs and outputs.

6. See and hear what your audience and presenters will experience.

Just because a screen is there doesn’t mean everyone can see it. And the same can be said for audio, can everyone in the back of the room hear and understand the content without blasting everyone in the front.

Audio should be clear and intelligible evenly throughout the room. Confidence monitors and fold-back speakers allow presenters to remain engaged with the audience without asking “is this thing on?”

7. Schedule a Post-Event Debrief or Equipment Report?

After your event, a quick tech rundown can help you document what worked—and what didn’t—for next time.

The technical crew can be a good resource for future planning. Ask them if there would be a more efficient way to produce the same result in the future, or for ways to add additional impact without blowing up the budget. 

Why This Matters

AV can make or break an event. A crisp audio line, a clear screen, seamless presenter transitions—these often go unnoticed when they’re done well. But just one technical failure can take the focus off your content and put it squarely on what went wrong.

Being proactive—not reactive—with your AV planning gives you more control, fewer surprises, and a smoother event overall. The best planners don’t just assume the AV is “taken care of.” They ask questions. They collaborate. They test. And they always keep their eyes on the audience's experience.

Pro Tip: Keep an AV Prep Checklist

Download our reusable checklist for each event here. With AV, consistency is everything—especially when juggling multiple venues or switching between in-house and third-party support. 

Want more event planning insights? Follow AVaStar for field-tested guidance, real-world AV solutions, and behind-the-scenes strategies from hospitality pros across the industry.