5 Things Corporate Event Planners Should Ask Their AV Company Before Signing

Event Planning Tips

You’ve locked in the venue. The catering is booked. Now comes the part that can make or break the whole night — the AV.

Choosing the right audio visual company for your corporate event isn’t just about price. It’s about trust, experience, and knowing the right questions to ask before you sign anything.

Here are five questions every corporate event planner should be asking:

1. Have you worked in this venue before?

Every ballroom is different. Ceiling height, room shape, HVAC noise, and loading dock access all affect how a production runs. An AV team that already knows your venue hits the ground running — one that doesn’t is learning on your dime.

2. Who specifically will be on-site the day of the event?

Don’t let a company sell you their A-team and send their B-team. Ask for the names of the crew members who will actually be there. Experience in the room matters.

3. What happens if something fails mid-event?

Every professional AV company should have a backup plan. Backup microphones, spare cables, redundant systems. If they can’t answer this question clearly, keep looking.

4. Do you coordinate directly with the hotel?

Hotel operations run on tight timelines — load-in windows, banquet captain sign-offs, noise curfews. Your AV company should speak that language fluently without you having to translate.

5. What’s included in your quote — and what isn’t?

Get it in writing. Labor, setup, breakdown, travel, equipment — know exactly what you’re paying for so there are no surprises on the final invoice.