How to Set Your AV Team Up for Success: Tips for Event Planners
Event planners wear a lot of hats, from coordinating vendors to managing guest experiences, but the success of the event often hinges on what happens behind the scenes. Your AV team is responsible for creating the atmosphere, pacing, and polish that guests remember long after the lights go out.
At Gear Connection, we’ve worked with planners throughout Los Angeles and Orange County for over 25 years. Whether you’re planning a corporate gala or a product launch, here’s how to set your AV team up for success and why it’s one of the smartest moves you can make.
1. Share the Run-of-Show Early
One of the most common mistakes we see? Get the schedule the morning of the event. When you provide the AV team with the run-of-show in advance, they can pre-program lighting cues, audio levels, video roll-ins, and transitions for a polished experience.
Include:
- Emcee scripts or speaker intros
- Media timing (when videos start, when slides shift)
- Time blocks for rehearsals or stage resets
Giving your team time to prep helps avoid technical hiccups. Want a template? Check out this helpful run-of-show template from Eventify for ideas.
2. Provide a Real Tech Walkthrough (Not Just a Floorplan)
Floor plans are a great starting point, but they don’t tell the whole story. A pre-event walkthrough lets your AV crew assess:
- Load-in routes and door dimensions
- Power access and capacity
- Ceiling height and rigging points
- Wi-Fi quality and stage placement
For venues across Los Angeles and Orange County, walkthroughs are the difference between smooth installs and day-of surprises.
See how we support every phase from prep to strike.
3. Lock in Gear Requests Early
Need 10 wireless mics and an LED wall? Don’t wait until the month before to confirm. Gear like uplights, projectors, and specialty audio equipment rentals get booked out quickly, especially during peak event season.
Early booking ensures:
- Availability of preferred brands and models
- Time for testing and rehearsal
- Accurate quotes without last-minute rush fees
Explore our full suite of AV gear under one roof.
4. Clarify Media Roles and Cues
Unclear media responsibilities can unravel an event in seconds. Before the day of, confirm:
- Who is running the slides, AV tech, stage manager, or presenter?
- Are media files loaded on your laptop or ours?
- Are cues soft-timed (approximate) or hard-timed (precise)?
Your AV team needs this clarity to program transitions, assign team members, and rehearse.Here’s a guide to defining media roles for events from GreaterGiving.
5. Keep One Main Point of Contact
Too many cooks can complicate things. Your AV team should have one go-to person on-site who can:
- Answer layout or schedule questions
- Approve tech adjustments
- Relay changes quickly
This ensures decisions get made efficiently and everyone stays focused.
6. Share Tech Requirements and Venue Restrictions
Details matter. Well in advance of your load-in date, share:
- Your full schedule
- Wi-Fi network info and passwords
- Load-in times and dock access
- Restrictions on sound, lighting, or blackout curtains
Providing this upfront helps your full-service event production partner plan efficiently and avoid any last-minute scrambles.
Talk to us early, and we’ll help you plan smarter.
7. Simplify by Using One Vendor for AV
Using one provider for lighting, sound, and video means:
- Better cue coordination
- Less equipment overlap
- More accountability
At Gear Connection, we offer complete event production rentals, meaning fewer moving parts and better results. With integrated gear and experienced techs, you’ll get a smoother show at a lower total cost.
FAQs for Event Planners
How early should I book AV?
We recommend booking your live event production company 3–6 months in advance, especially if you’re planning a high-tech event or working in a popular venue.
What if I don’t know what gear I need yet?
That’s what we’re here for. We’ll recommend solutions based on your venue, guest count, and vision, whether it’s a 50-person panel or a 500-guest fundraiser.
Do you only serve Los Angeles?
Not at all. We work with event production companies in Orange County and across California. No matter your location, we bring top-tier gear and techs to your site.
Great AV Starts with Great Planning
Your AV crew isn’t just pushing buttons; they’re bringing your vision to life. The earlier you loop them in, the better your event will run.
Looking for an experienced, full-service event production partner? Contact Gear Connection and let’s make your next event production seamless from setup to strike.