Event AV Fails: How to Avoid the 5 Most Common Mistakes

The margin for error is slim in the world of event planning, and the stakes are high. Whether planning a conference, corporate gala or product launch, success hinges on meticulous planning and flawless delivery, especially with event AV. Even the most seasoned event organisers encounter pitfalls along the way, so here are the most common mistakes and our advice for how to mitigate them.

1. Underestimating installation and rehearsal time

Rushing through technical set-up or skipping presenter rehearsals can spell disaster for when the doors open. Event planners are often the link between multiple suppliers, so be sure to plan what elements can set-up simultaneously and what needs to be staggered to ensure efficient installation. Give time in the schedule for internal and external presenters to be comfortable with the space, run through slides and sound-check. Avoid the last minute panic by speaking to all suppliers in advance to discover how long they will need to be show ready, and work back from when you'd like the event to open, adding in plenty of buffer time.

2. Engaging suppliers at the eleventh hour

Selecting an AV Partner should be a strategic decision made well in advance of the event date. Delaying this step can limit your options and compromise the quality of services available to you. By engaging your technical production provider early on in the project planning phase, the supplier will be able to provide advice and options to develop the most effective solution in line with your vision and budget.

3. Handing over visual content on the day

Expecting to deliver powerpoint and screen content 10 minutes before the show without considering formats, ratios or sharing the font files is a recipe for disaster. Mitigate this by working closely with your AV partner to define content deadlines and understand any technical requirements. Providing content in advance allows for thorough testing to avoid common pitfalls that distract from the event and derail your presenters. Attention to detail at this stage is pivotal in ensuring consistent content playback and keep delegates engaged.

4. Cutting essential components from the AV quote

It's crucial to tread carefully when looking to reduce costs for your AV provision, particularly as some technical quotes from suppliers can be difficult to analyse. Rather than trying to remove elements you don't think you need, have open conversations with the provider. Instead of removing elements completely, your supplier can provide alternative solutions to scale back quantity or opting for lower priced alternatives while prioritising key components. If you have a strict budget up front, often it is more helpful to share this with the supplier so they can strike a balance between cost-effectiveness and quality.

5. Assuming the in-house venue AV is sufficient

While in-house AV may offer convenience, it may also present unexpected challenges. Take time to evaluate the installed technical system's suitability for your event's unique requirements. Consider engaging an external AV supplier to advise on the in-house capabilities and provide additional support or equipment as needed. With an installed system, it is crucial to allow time in the schedule for thorough testing to identify potential issues and prevent last-minute surprises.

From underestimating installation time to assuming in-house AV sufficiency, each mistake highlights the critical need for meticulous planning and proactive decision-making. Engaging suppliers early, setting clear content deadlines, and maintaining open communication are essential steps in mitigating risks and maximising success. 

Are there any AV fails that have haunted your career? What are you doing to mitigate any risks in this year's planning?