Is Your AV Company Checking All the Boxes On-Site?

When attendees walk into a general session, they see the lights, screens, and sound. What they don’t see is the planning, testing, and communication that make everything feel effortless. The truth is, events rarely fail because of bad gear, they fail because of missed details.

That’s where process matters. A structured, accountable on-site plan is what separates an AV provider who just sets up equipment from a partner who truly protects your event.

Download the Checklist

We’ve built a planner-friendly On-Site AV Checklist that shows exactly what should be happening at your event. Use it to compare against your current provider. If they’re not checking these boxes, you may be missing the level of service your event truly needs.

What Most Planners Don’t See

The difference between average support and exceptional support happens behind the scenes:

• Speakers aren’t just given a mic. Their slides are tested in the breakout room to be sure they display as intended, and they’re walked through their setup so they feel confident before stepping on stage.
  
• Sponsors don’t just hope their content runs. Assets are gathered in advance, deliverables are tracked, and proof of performance is documented so ROI isn’t left to chance.
  
• Exhibitors and Affiliates aren’t left to fend for themselves. A dedicated line of communication and daily walk-throughs keep every group supported, not lost in the noise of the main conference.
  
• Planners aren’t left in the dark. Daily labor updates, budget awareness, and efficiency reviews create visibility and control while the show is live.

The Risk of Skipping These Steps

Without a structured on-site plan, even the smallest things can snowball:

• Breakouts start late because presentations weren’t tested in the actual room.
• Sponsor deliverables miss their slots, putting revenue at risk.
• Exhibitors can’t get timely help and leave frustrated.
• Budget surprises show up after the fact instead of during the event when adjustments could have been made.
• Technical delays like bad audio in a general session disrupt the message, frustrate attendees, and diminish the credibility of the entire program.

These aren’t technical failures, they’re process failures. And they’re avoidable.

Why Planners Need Confidence in Process

A strong AV partner delivers confidence because they’ve thought through the details:

• Huddles with venue staff, IT, and decorators before doors open.
• Clear communication plans with radios, text, or apps so issues don’t bottleneck.
• Contingency plans and spare equipment ready if something fails.
• Professionalism from staff in both appearance and demeanor representing your event as if it were their own.
• Efficient labor planning that reviews daily performance and looks for cost-saving opportunities without sacrificing quality.
• Most importantly, alignment with your event goals every decision, from breakout prep to sponsor delivery, should support the outcomes you’re measured on.
• Professional storerooms, accurate flow sheets, and a disciplined daily routine.

The goal isn’t just to run cues, it’s to make sure you, your sponsors, your speakers, and your attendees never feel the stress that comes with being unprepared.