3 Pitfalls of Event AV

For many, the phrase “event planning” brings a tinge of fear to even the most confident and organized person. Whether it’s a meeting, film showing, conference call, or a stage performance, every event, from the simple to complex requires successful planning and a strong pulse!

Successful event planning involves seamless integration of many technical elements; audio, visual, and lighting. Once you know what you want your event to look like, feel like, and sound like, you and your team can begin to take on the challenge of making it happen. Here are a few important questions to bear in mind through your event pre-planning process.


The worst thing that can happen is to have a great presentation lost for lack of  inadequate equipment.  Add with that the most common and annoying issue in the presentation world, microphone feedback, and the event can go from bad to worse in minutes.  These and a host of other items need to be thought about before hand. Here’s a checklist of things to think about prior to your event:

  • How large is your event space?
  • Will your speaker use a wireless or a podium microphone? Will they be walking around?
  • Do you have the chance to test the audio performance before the event?
  • Will you need a wireless handheld microphone for audience participation?
  • Do you have a video presentation that requires audio?
  • Will you need a dedicated operator, or set and forget?
  • Do you have adequate backup equipment in case something goes wrong?
  • Is it weather protected?


There is nothing more unprofessional than to project a video on the wall. It’s important to make sure your space has what you need for power, performance and lighting to make video work well.  Here is your video checklist:

  • Do you have a screen and projector capable of displaying a picture large enough for your needs? Check out our post on screen size if you don’t know.
  • Measure the distance of the furthest viewer.  Do they have a clear line of site?
  • Is all of your content contained in a single PowerPoint or even the same device?
  • How will you manage hook ups?
  • Will you need to present a live camera feed?
  • Do you have all the equipment and is everyone trained?
  • What are your fallbacks if a camera breaks or projector goes out?
  • Can you control lighting well?


Lighting makes the event. Inside or out, the right lighting can make an event really come to life. But if you have video or a focal point for presentations, you have to think about the whole picture. A bright room may prevent the speaker’s material from displaying clearly but a dark room doesn’t work well if the audience may be taking notes.  Thinking through lighting can really make a difference. Here’s a quick checklist of items to consider for your your lighting requirements:

  • Does your space offer sufficient light? Is it natural or artificial?
  • Will weather impact your lighting?
  • Do you need additional lights to create a certain mood for the event?
  • Do you need lights to highlight a speaker on stage?
  • Will you need to change lighting throughout the event, or will it always be on?
  • If you want to record the event do you have light right for video?
  • Will you have enough power to supply all the lights and equipment you bring in?
  • Do you need lighting controls for central control for a performance?

For all your event audio, video and lighting needs, visit www.audiovideogroup.com, or call 301.668.4448 today to talk with one of our specialists who can help take your event to the next level.

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