Planning a corporate event involves a million little decisions—from choosing the right keynote speaker to selecting the perfect hors d’oeuvres. But there’s one critical component that often gets overlooked until it’s too late: the audiovisual setup.
As AV professionals, we’ve seen it all—from ceilings too low for projection screens to venues with “built-in” audio systems that sound like drive-thru speakers. So, before you sign that venue contract, here are five things corporate planners should absolutely know about AV to avoid costly surprises and ensure your event sounds—and looks—flawless.
1. Power and Rigging Aren’t Always a Given
You’d be surprised how many gorgeous ballrooms and trendy warehouses look event-ready, but can’t handle even a basic AV setup without serious upgrades. Before booking, ask the venue:
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How many dedicated power circuits are available?
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Can you hang lighting or speakers from the ceiling (rigging)?
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Are there any restrictions on fog, haze, or special effects?
Trust us—those chandeliers may look pretty, but they won’t help you hang truss or LED walls.
2. “In-House AV” Isn’t Always Your Best (or Only) Option
Many venues have preferred or in-house AV providers, but that doesn’t mean you have to use them exclusively. While these providers are often convenient, you may not get the customization, gear quality, or cost transparency you’d get from a dedicated AV partner like LRAV.
Tip: Ask if there are penalties or fees for bringing in your own AV team. It might be worth it to work with a crew that knows your brand, goals, and technical needs inside and out.
3. Ceiling Height and Room Shape Matter (A Lot)
You might fall in love with that stunning ballroom or downtown loft, but if the ceiling’s too low or the layout is awkward, it could seriously limit your AV setup.
For example:
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Low ceilings = No projection screens, lighting trees, or tall stage backdrops.
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Pillars in the middle of the room = Blocked sightlines for screens and cameras.
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Odd-shaped rooms = Poor acoustics, uneven sound coverage.
Bring your AV team into the venue walk-through early. They’ll spot the red flags before you sign anything.
4. Wi-Fi and Streaming Are Not the Same Thing
Your venue may boast “high-speed Wi-Fi,” but streaming a live hybrid keynote to 500 remote attendees is a very different beast than checking your email. Always ask:
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What is the upload speed (not just download)?
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Is there a dedicated network for AV?
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Are there backup options if the Wi-Fi fails?
If your event includes live streaming, virtual interaction, or hybrid elements, AV needs to work hand-in-hand with the venue’s tech team. It’s not just an IT issue—it’s a show issue.
5. Lighting Makes or Breaks the Experience
Let’s say you’ve booked the perfect speaker and designed a killer presentation. Now imagine it being delivered in a dim room with flickering fluorescents or house lights that only turn “on” or “off.”
Good lighting doesn’t just help people see—it creates mood, focus, and energy. Whether it’s soft washes for a gala dinner or dynamic stage lighting for an award show, your AV partner should control the atmosphere—not the venue’s wall switch.
Bonus Tip: Ask if the venue can dim or control individual lighting zones. If not, bring in professional lighting to take your event from functional to unforgettable.
Booking a venue is one of the biggest decisions a corporate planner makes—but if AV isn’t part of that decision early on, it can lead to costly changes, last-minute fixes, and underwhelming experiences.
At LRAV, we believe AV shouldn’t be an afterthought, it should be part of your strategy from day one. We’re here to help make your event not just run smoothly, but truly shine (with perfectly placed lighting, of course).
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