8 Common Mistakes to Avoid When Planning AV at Your Next Event
When planning an event, whether it’s a corporate conference, wedding, gala, or hybrid seminar, one factor can make or break the experience: audio visual execution. Guests may not remember the décor, but they will remember if they couldn’t hear the keynote speaker or if a video froze mid-presentation.
AV isn’t just equipment. It is the bridge between your message and your audience. Too often, AV considerations are pushed to the bottom of the planning list, resulting in glitches, budget overruns, or frustrated attendees.
Here are eight AV mistakes you should avoid at your next event, along with practical solutions to keep things running smoothly.
1. Skipping the Site Visit and Acoustic Assessment
It may seem easy to rely on a venue’s floor plan or spec sheet, but every room has its quirks. Some spaces echo heavily, while others have power outlets in awkward places or ceilings too low for proper rigging.
Why this matters: Poor acoustics and inaccessible power sources can slow down your setup and compromise quality.
How to avoid it: Schedule a walkthrough with your AV team before the event. Test for echo and reverberation, confirm outlet placement, and make sure rigging points are safe and approved. In highly reflective rooms, plan for acoustic treatments or draping. Skipping this step is one of the most common AV mistakes planners make.
2. Assuming AV Costs Stay the Same
Budgets often carry over from previous years, but AV costs change over time. Rising labour, transportation, and insurance fees can all affect the bottom line.
Why this matters: Planning with outdated numbers can leave you short of funds or force last-minute compromises.
How to avoid it: Request updated quotes from vendors early in the process. Compare in-house AV with third-party providers and always leave a 10-15% buffer for unexpected needs such as extra microphones or streaming support. As Smart Meetings notes, relying on outdated budgets is one of the biggest mistakes planners make.
3. Leaving AV Consultation Until the Last Minute
One of the most common AV event mistakes is involving your provider too late. By then, the budget, layout, and agenda may already be fixed, leaving little room for technical input.
Why this matters: Without early consultation, you may purchase unnecessary gear or miss out on enhancements that improve the guest experience.
How to avoid it: Bring your AV team into the discussion from the start. They can advise on stage layout, optimize sightlines, and recommend hybrid-friendly solutions. This approach ensures you get the most value from your investment. Early AV collaboration often saves money and enhances results.
4. Overlooking Power and Wi-Fi Needs
Even the most advanced AV system won’t work without a strong infrastructure. Power supply and internet bandwidth are often underestimated.
Why this matters: Tripped circuits, weak Wi-Fi, or limited bandwidth can interrupt presentations or cause livestreams to buffer.
How to avoid it: Work with your AV provider to calculate total power requirements for sound, lighting, and video. Test Wi-Fi for both bandwidth and stability, and consider a dedicated line if you plan to livestream. Portable hotspots can provide backup if needed.
5. Failing to Prepare Content in the Right Formats
Speakers often show up with files saved in unusual formats or on last-minute USB sticks. Mismatched aspect ratios or missing adapters can quickly stall a presentation.
Why this matters: Audiences lose patience when technical teams scramble to reformat content mid-event.
How to avoid it: Set clear requirements in advance. Ask presenters to submit slides in widescreen (16:9) and common file types such as PDF, MP4, JPG, or PNG. Keep adapters on hand and schedule content checks before the event begins.
6. Poor Audio Coverage and Echo Management
Sound quality is one of the first things guests notice. Dead zones, feedback, and unbalanced volume levels can ruin the atmosphere and lower engagement.
Why this matters: If attendees can’t hear clearly, they won’t stay focused. In hybrid events, poor audio makes the online experience feel unprofessional.
How to avoid it: Use distributed speakers rather than pushing sound from the stage. Position microphones carefully to prevent feedback. Always run a soundcheck with presenters in the actual setup. For large rooms, delay units help maintain audio sync across the space.
7. Disorganized Cable Management and Signal Flow
Tangled or unlabeled cables do more than look messy. They pose safety risks and create delays when troubleshooting.
Why this matters: A single loose or mislabeled cable can cut a video feed or mute a microphone.
How to avoid it: Plan cable routes ahead of time and keep power, data, and audio lines separate. Label both ends of each cable and secure them with ramps or tape. Always keep spare cables and adapters ready to go.
8. Ignoring Rigging, Scalability, and Team Collaboration
Rigging points, scalability for hybrid events, and strong teamwork with your AV crew are often overlooked.
Why this matters: Some venues require special approval for overhead rigging. Hybrid setups often expand quickly, and a strained relationship with your AV team can reduce efficiency on the day of the event.
How to avoid it: Secure rigging approvals well in advance and plan scalable solutions such as modular LED walls or additional cameras for streaming. Treat your AV team as partners, not just vendors. Share schedules, communicate openly, and respect their expertise.
Wrapping Up: Setting Your Event Up for AV Success
The difference between an event that impresses and one that disappoints often comes down to AV planning. By avoiding these eight mistakes (skipping site visits, relying on outdated budgets, leaving consultation too late, underestimating power, failing to standardize content, ignoring audio quality, neglecting cable management, and overlooking rigging), you’ll create an event that runs smoothly from start to finish.
Great AV isn’t about flashy gear. It is about clarity, reliability, and connection. With early planning, the right team, and attention to detail, you can deliver a professional experience that leaves a lasting impression.
Ready to take the stress out of event AV planning? The Holland Technologies team specializes in designing, installing, and managing AV solutions tailored to your event’s needs. From conferences to galas, we ensure everything runs seamlessly so you can focus on your guests.
Connect with Holland Technologies today to schedule a free consultation.
