7 AV Mistakes That Can Ruin a Corporate Event — And How to Avoid Them

Planning a high-stakes corporate event? Your AV setup is the invisible backbone that makes (or breaks) the entire experience.

After over 20 years in international AV consulting, I’ve seen it all — from minor sound glitches to full-stage disasters. The sad truth? Most of them could have been prevented with just a bit more planning and the right questions upfront.

Here are 7 common AV mistakes I see again and again — and how to avoid them.

AV Mistakes That Can Cost You Your Event

1. ❌ No Site Visit Before AV Planning

Why it’s risky:

Not all venues are created equal. You may face low ceilings, bad acoustics, or limited access to power and rigging points — all of which can throw your AV setup off course.

✅ What to do instead:

Always schedule a pre-event site visit with your AV team. It allows for real measurements, photos, and planning around any restrictions before the trucks roll in.

2. ❌ Underestimating Audio Coverage

Why it’s risky:

Your message can’t land if half the room can’t hear it. Audio is often overlooked in favor of visuals, but it’s crucial for engagement and comprehension.

✅ What to do instead:

Ensure your audio coverage matches your room size, audience count, and agenda format (panels, keynotes, remote speakers). Don’t leave mic/speaker placement to guesswork.

3. ❌ Hiring Generalist AV Vendors

Why it’s risky:

Not all AV vendors are suited for corporate events. Many focus on concerts or weddings and lack the structure, discretion, or multilingual coordination corporate settings demand.

✅ What to do instead:

Choose a provider experienced in business, governmental, or high-level branded events. The right consultant will think ahead and anticipate your production needs.

4. ❌ Skipping Redundancy

Why it’s risky:

Tech fails. Mics cut out. Projectors freeze. If you don’t have a backup, it can mean disaster — and embarrassment.

✅ What to do instead:

Have your AV consultant ensure backups are in place: microphones, media players, power distribution, internet connections, and even presentation files.

5. ❌ No On-Site Technical Supervision

Why it’s risky:

Things change in real time — slides get swapped, speakers show up late, cables get kicked. If no one is there to oversee and respond, issues escalate quickly.

✅ What to do instead:

Hire a professional AV lead or technical director to be on-site throughout the event — not just setup and teardown.

6. ❌ Relying on Built-In Venue AV

Why it’s risky:

Most in-house hotel AV setups are limited, outdated, or overpriced — and often not flexible enough for multi-stage or custom branding needs.

✅ What to do instead:

Ask for an independent AV assessment of the venue before committing. A trusted consultant can compare quality, cost, and flexibility.

7. ❌ Poor Communication Between AV and Planners

Why it’s risky:

Last-minute speaker changes, room changes, or content tweaks can create chaos if the AV team isn’t looped in properly.

✅ What to do instead:

Use a shared event timeline and communication channel (Slack, Trello, Google Sheets) to keep everyone aligned. A single point of contact for AV decisions helps streamline everything.

📥 Get the Full Checklist as a Downloadable PDF

Want a printable version of these tips?

I’ve compiled them into a FREE one-page checklist called:

👉 “7 AV Mistakes to Avoid for Corporate Events”

Perfect for:

• Corporate planners

• Event agencies

• PR firms

• Marketing teams

• In-house event coordinators

✅ Based on 20+ years of real-world experience

✅ Designed to save you time, stress, and money

✅ Easy to share with your internal team or clients

👉 Download “7 AV Mistakes to Avoid” PDF