Common AV Mistakes Event Planners Should Avoid
When it comes to event planning, audio-visual (AV) production plays a crucial role in creating a seamless and engaging experience. However, many planners overlook key AV details, leading to technical issues that can disrupt the event. To help you avoid these pitfalls, here are some of the most common AV mistakes and how to prevent them.
3/5/20252 min read
1. Underestimating AV Needs
One of the biggest mistakes is not allocating enough budget or planning time for AV. Cutting corners on sound, lighting, or video can result in poor quality that affects the overall event experience. Work with your AV provider early in the planning process to determine the right setup for your venue and audience size.
2. Choosing the Wrong Venue for AV Setup
Not all venues are AV-friendly. Issues like low ceilings, poor acoustics, limited power access, or lack of rigging points can create major challenges. Before booking a venue, consult with your AV team to ensure the space can support the necessary equipment and setup.
3. Ignoring Power and Connectivity Requirements
Many planners forget to account for power distribution, backup power options, and strong internet connections. This can lead to sound dropouts, lighting malfunctions, or streaming failures. Always check the venue’s power capacity and ensure you have backup solutions in place.
4. Poor Sound Design
Bad audio can ruin an event. Common sound mistakes include using the wrong microphones, failing to account for feedback, or not testing speaker placement. Work with experienced sound engineers to optimize acoustics and ensure clear, balanced audio for all attendees.
5. Last-Minute AV Changes
Making last-minute adjustments to AV without proper testing can cause major disruptions. Always schedule a full technical run-through before the event to identify and resolve potential issues ahead of time.
6. Overlooking Lighting Design
Lighting is not just for visibility—it sets the mood and enhances the overall experience. Poor lighting can make speakers or performers look unprofessional and diminish the impact of your event. Plan a well-balanced lighting design that complements your theme and stage setup.
7. Skipping a Rehearsal or Sound Check
Technical glitches often happen when there’s no time to troubleshoot. Skipping a full AV rehearsal or sound check increases the risk of microphone issues, slide malfunctions, or video playback failures. Allocate time for testing all equipment before the event starts.
8. Not Having an AV Support Team On-Site
Even with the best planning, things can go wrong. Not having trained AV technicians on-site means you’ll struggle to resolve unexpected issues quickly. Always have professionals ready to troubleshoot and ensure a smooth production.
9. Ignoring Backup Plans
Technology isn’t foolproof, and failures can happen. Not having backup mics, extra cables, additional projectors, or a contingency plan for power failures can turn a small hiccup into a major disaster. Be prepared with backups for every critical component.
10. Overcomplicating the Setup
While high-tech solutions can enhance an event, overloading the production with excessive screens, complex sound systems, or intricate lighting cues can create confusion and delays. Keep your AV setup effective, but streamlined for a smooth experience.
Final Thoughts
Avoiding these AV mistakes ensures your event runs smoothly, leaving a lasting impression on attendees. By working closely with a professional AV team, you can deliver a high-quality production without technical hiccups.
Need expert AV support for your next event? Contact SoCal Sound Design for seamless, reliable event production solutions!