The Essential Questions to Ask Your AV Partner

Here are the top 5 things every planner should ask their AV partner:

1. What’s the load-in and setup time for this event?

Every venue has its quirks—elevators, tight docks, limited access windows. Knowing how long your AV partner needs (and how they plan around those challenges) is critical. A professional company should be able to give you a precise schedule and adapt it to your venue’s needs.

At AVER, we plan our logistics down to the hour, so setup is smooth and on time, every time.

2. What power requirements does the AV setup need?

Power is often overlooked—until a breaker trips mid-event. Make sure your AV partner understands the venue’s electrical limitations and provides the proper distro, cabling, and backup plans.

We always conduct a pre-event power assessment to ensure everything runs safely and smoothly.

3. Can you provide a visual design or rendering before we confirm?

A great AV team doesn’t just “show up and set up”—they design the experience. Ask if they can show you a visual of your setup beforehand, so you’re not left guessing what your event will look like.

Our in-house design team provides full drawings and 3D mockups so you can see it before we build it.

4. What type of gear are you using—and is it in-house or rented?

Not all AV companies own their gear. Some subcontract or rent, which can lead to issues with quality or reliability. Ask about the brands, models, and ownership of the equipment.

AVER owns over $20 million in pro-grade gear—so what we promise is exactly what you get.

5. Who’s managing the show onsite?

You want experienced crew members, not just gear. Ask who will be running the show, managing cues, handling tech issues, and communicating with your team throughout the event.

We assign a dedicated project manager and experienced technicians for every event we do.

The Importance of Preparation

When it comes to event planning, preparation is key. The more you know about your AV setup, the better equipped you will be to handle any challenges that arise. This proactive approach can save you time, money, and stress.

Understanding Your Venue

Each venue presents unique challenges. Familiarize yourself with the layout and any restrictions. This knowledge will help you work more effectively with your AV partner.

Collaborating with Your AV Team

Collaboration is essential. Regular communication with your AV team ensures everyone is on the same page. This teamwork can lead to innovative solutions and a more seamless event experience.

The Role of Technology in Events

Technology plays a crucial role in modern events. From sound systems to lighting, the right equipment can elevate your event. Understanding the technology available will help you make informed decisions.

The Value of Experience

Experience matters. An AV partner with a proven track record can navigate potential pitfalls more effectively. Look for a team that has successfully managed events similar to yours.

Final Thought: Great Events Start with Great Questions

The difference between a good event and a great one often comes down to details. By asking these five questions, you’ll not only protect your event—you’ll set it up for success.

And if you’re looking for a team who already has the answers—reach out to AVER Productions. We’ve been making events extraordinary for over 15 years.

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