7 AV Mistakes Event Organisers Make Before Event Day

Most AV problems do not begin when the doors open. They begin days or weeks earlier when a detail is missing, an assumption is left unchecked or the technical team is brought in too late.

The good news is that the most common mistakes are predictable. If you deal with them during planning, the event becomes easier to deliver and far less stressful.

1. Booking the AV supplier too late

Leaving AV until the venue, speakers and programme are final may feel logical, but it removes valuable planning time. Popular dates, experienced crew and specialist equipment can be unavailable. Late changes also cost more when a site visit, design and preparation must be compressed into a few days.

Bring your AV team in as soon as the venue and basic event format are known. The brief can develop, but early technical input helps prevent decisions that are difficult or expensive to reverse.

2. Budgeting for equipment but not delivery

A list of speakers, screens and lights is only part of an event. The equipment must be prepared, loaded, transported, installed, tested, operated and removed. Parking, access restrictions, accommodation and overnight work can also affect the price.

Ask for a quote that separates equipment, crew, transport and any venue costs. It is much easier to control a budget when you understand what each section is paying for.

3. Allowing too little setup and rehearsal time

A system cannot be safely unloaded, installed and tested at the same time that exhibitors, caterers and decorators are filling the room. Tight access windows create congestion and leave no recovery time if the venue is late or the room layout changes.

Build a realistic production schedule with access, installation, testing, speaker checks, rehearsal, show time and removal shown separately.

4. Sending content at the last minute

Presentation files often arrive with missing fonts, embedded videos that do not play or slides in the wrong aspect ratio. A five minute check just before a speaker walks on stage is not a reliable content process.

Set a content deadline and ask the technical team for the required file format. Keep a controlled master version and identify who is allowed to approve last minute changes.

5. Assuming the venue has suitable power and internet

A wall socket does not confirm that the power supply is appropriate for the planned equipment. Venue WiFi may be designed for guests rather than streaming, remote speakers or production data.

Confirm power locations, circuit availability and internet requirements during a site visit. If connectivity is critical, discuss a dedicated connection and a backup route.

6. Using too few microphones or screens

One microphone may look adequate on a quote, but it is not adequate if there is a panel, an interviewer and audience questions. The same applies to screens. A large audience cannot read small text simply because a projector is bright.

Plan for the way people will actually move and speak. Check sightlines from the back and sides of the room, not just from the organiser's desk.

7. Having no backup plan

Reliable equipment still needs contingency. Batteries fail, cables are damaged, laptops update and speakers arrive with a different connection. The correct response is not panic. It is a tested backup that the crew can switch to quickly.

• Keep spare microphones, batteries and critical cables ready

• Use a backup presentation laptop for important shows

• Store local copies of videos rather than relying on streaming

• Agree who makes decisions if the schedule changes

• Protect enough time for proper testing before guests enter

A simple way to prevent all seven

Create one shared production brief that covers the venue, room plan, audience, speakers, content, schedule, power, internet, access and responsibilities. Review it with the AV supplier before equipment is allocated.

For events with several suppliers, our event management service can bring the technical, logistical and operational planning into one coordinated process.

The event day should feel calm

Good AV is not only about impressive equipment. It is about removing uncertainty before the event begins. The more questions that are answered during planning, the more attention you can give to your guests, speakers and programme on the day.

Speak to The Team Today