Common AV Mistakes and How to Avoid Them

Audio-visual (AV) technology plays a crucial role in the success of any event. Yet, many event planners face challenges with AV setups that disrupt the flow and impact of their gatherings. Avoiding common AV mistakes can save time, reduce stress, and ensure a smooth experience for both organizers and attendees. This post highlights frequent AV errors and offers practical tips to prevent them.

Tangled AV cables causing clutter in event space

Poor Planning and Communication

One of the biggest AV mistakes is inadequate planning and communication with the AV team. Event planners sometimes assume that AV professionals will "just handle everything." This can leads to misunderstandings about equipment needs, room layout, and technical requirements.

How to avoid this:

• Schedule a detailed meeting with the AV team well before the event.

• Provide a clear rundown of the event schedule and technical needs.

• Share floor plans and seating arrangements to help AV staff plan speaker microphones, projector placement, and speaker locations.

• Share speaker and presenter lists as early as possible.

• Confirm who will be responsible for troubleshooting during the event.

  
  

Ignoring Sound Quality

Sound issues are among the most common complaints at events and typically stem from the AV team and presenters not having enough time for testing and run-throughs. Every venue is a unique acoustic environment and requires specialized setup. Problems like feedback, uneven volume, or unclear speech distract attendees and reduce engagement. Sometimes, planners rely on venue sound systems without testing or adjusting them.

How to avoid this:

• Ensure the AV team has enough time to 'ring out the room' to find problem frequencies and make the necessary adjustments.

• Conduct a sound check with all microphones and speakers before the event starts.

• Use lapel or headset microphones for speakers who move around.

• Position speakers to cover the entire audience area evenly.

• Have a sound technician monitor audio levels throughout the event.

  
  

Overlooking Visual Setup

Visual elements such as projectors, screens, and lighting are vital for presentations and ambiance. A poorly lit stage or incorrectly sized screen can frustrate attendees and diminish the event’s impact.

How to avoid this:

• Test all visual equipment in the actual event space.

• Choose screen sizes appropriate for the room and audience distance.

• Adjust lighting to avoid glare on screens and ensure speakers are well-lit.

• Have backups projectors ready in case of failure. It's common to double-stack projectors at events for just this purpose.

  
  

Blurry projector image during event presentation

Neglecting Backup Plans

Technical failures can happen even with the best preparation. Not having backup equipment or contingency plans can cause major disruptions and delays. Review contingency plans with your AV provider and make sure your are comfortable with the cost / risk ratio for the production.

Failing to Test Compatibility

Different devices and software may not always work well together. Using incompatible connectors, outdated software, or unsupported file formats can cause delays and frustration.

How to avoid this:

• Test and confirm compatibility between presenter devices and AV equipment as early as possible before the show.

• Test all presentation files on the actual system before the event.

• Use standard file formats like PDF, PowerPoint or Keynote.

• Bring necessary adapters for various device types.

  
  

Underestimating Setup Time

Rushing AV setup can lead to missed details and technical problems during the event. Some planners underestimate how long it takes to install and test equipment. Working closely with your AV service provider will help ensure accurate and realistic setup and strike schedules.

How to avoid this:

• Allocate ample time for AV setup, work with your AV provider to determine how much time is needed

• Schedule a full rehearsal with all AV components.

• Allow time for troubleshooting unexpected issues.

• Coordinate with venue staff to access the space early.

When AV planning is approached proactively and collaboratively, it becomes a powerful asset that elevates the entire event experience. Clear communication, thoughtful preparation, and adequate testing allow audio and visual elements to work seamlessly in support of your content and presenters. By allowing sufficient setup time, confirming compatibility, and planning for contingencies, event planners can create an environment where technology feels effortless and reliable. With the right processes and the right AV partner in place, your production not only runs smoothly but leaves a polished, professional impression that resonates with attendees long after the event concludes.