A well-executed audiovisual (AV) setup can make or break an event. Whether you’re planning a corporate conference, a product launch, or a charity gala, AV plays a crucial role in ensuring smooth communication, engagement, and professionalism.

However, many event planners fall into common AV pitfalls that can lead to technical issues, audience frustration, or even event failure. Here are five frequent AV mistakes and how to avoid them.

1. Not Conducting a Site Visit Before the Event

Many event planners assume that the venue’s AV setup will meet their needs, only to find issues on the day of the event. Problems such as poor acoustics, limited power supply, or inadequate Wi-Fi can cause major disruptions.

How to Avoid It:

  • Conduct an on-site AV inspection well in advance.
  • Test the venue’s sound system, screen visibility, and internet connection.
  • Discuss backup options in case of equipment failure.

2. Choosing the Wrong Microphones for the Event

Not all microphones are created equal. Selecting the wrong type can result in feedback issues, muffled sound, or awkward speaker movement constraints.

How to Avoid It:

  • Use lavalier (clip-on) microphones for hands-free presentations.
  • Opt for handheld mics for audience Q&As or panel discussions.
  • Ensure directional microphones are available to minimise background noise.

3. Ignoring the Importance of Proper Lighting

Poor lighting can make speakers look washed out on camera, create unwanted shadows, or make screens unreadable.

How to Avoid It:

  • Use stage lighting to ensure speakers are well-lit.
  • Avoid direct overhead lights that can cause harsh shadows.
  • Test lighting angles and brightness before the event, particularly for live-streamed sessions.

4. Overlooking AV Equipment Placement

Placing projectors too close to the screen, setting up speakers in the wrong spots, or failing to manage cables properly can lead to technical mishaps.

How to Avoid It:

  • Position speakers evenly to ensure balanced audio coverage.
  • Place projectors at the correct throw distance to prevent blurry images.
  • Use cable management solutions to keep pathways clear and prevent tripping hazards.

5. Not Having an AV Technician on Standby

Even the best-planned events can experience AV issues, from unexpected sound failures to screen glitches. Not having a trained AV professional on-site is a risk you don’t want to take.

How to Avoid It:

  • Hire a dedicated AV technician to handle setup, troubleshooting, and adjustments.
  • Run pre-event tests to catch potential issues before the audience arrives.
  • Have backup equipment ready, including spare microphones, projectors, and cables.