What’s the most common mistake you see event planners make when budgeting for A/V?
Planners often underestimate the true cost of professional A/V. They’ll build a budget around venue-provided gear or outdated assumptions, then get surprised when they realize what it takes to deliver a polished show. The reality is that quality audio, proper lighting and skilled technicians aren’t add-ons — they’re what make the event experience. When A/V is underfunded, it creates stress in the planning process and disappointment on event day.
What’s a realistic A/V budget for a corporate event?
To put a number to it, I think about $30/person for an evening event is a reasonable middle ground to start with. For multiple days, that scales well, as the gear gets cheaper while the labor adds up.
How can event planners avoid overcomplicating their A/V setup?
Keep the focus on the goals of the event. Sometimes planners want to add every bell and whistle they’ve seen, but more tech isn’t always better. The best shows are intentional, not overloaded. Work with your A/V partner to determine the essential elements that make the biggest impact. Clarity beats clutter every time.
What are the pros and cons of hiring an outside A/V company versus using venue equipment and staff?
It depends on the stakes of the event. If it’s a casual internal meeting, venue gear may be fine. If your event involves executives, investors or customers, you can’t afford surprises. Venue systems are designed for the lowest common denominator. An A/V partner brings accountability, consistency and expertise.
What small details make the biggest difference for a smooth event, tech-wise?
Testing microphones before the doors open. Making sure presenters have confidence monitors for their presentations. Building extra time for rehearsals. Having backup batteries and cables in easy reach. Those small details are invisible to attendees when done right, but they make all the difference in preventing avoidable hiccups.
What questions should every event planner be asking their A/V technician or company during the planning process?
•What’s your backup plan if something fails?
•Have you worked in this venue before?
•Can you walk me through your crew’s roles so I know who’s responsible for what?
•What setup time do you really need to do this well?
•What do you recommend we don’t do?
Good partners will tell you where you can save money or avoid unnecessary complexity. … Great events don’t happen by accident. They’re built on planning, expertise and teamwork.
What A/V elements should companies prioritize for corporate events, and why?
Audio first — if people can’t hear clearly, nothing else matters. After that, good visuals: bright screens, well-designed slides and lighting that highlights presenters. From there, it’s about energy — music, walk-on moments and intentional transitions. These elements connect the audience emotionally and keep them engaged. Prioritize what people will remember: how it looked, how it felt and whether it was seamless.
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