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.
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:
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.
Floor plans are a great starting point, but they don’t tell the whole story. A pre-event walkthrough lets your AV crew assess:
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.
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:
Explore our full suite of AV gear under one roof.
Unclear media responsibilities can unravel an event in seconds. Before the day of, confirm:
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.
Too many cooks can complicate things. Your AV team should have one go-to person on-site who can:
This ensures decisions get made efficiently and everyone stays focused.
Details matter. Well in advance of your load-in date, share:
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.
Using one provider for lighting, sound, and video means:
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.
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.
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.
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.
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.