The right AV company understands your running order, has worked in venues like yours and brings the right kit and enough technicians to deliver it without fuss. Start with a clear list of what happens on the day, then check the venue's power, access and house equipment. This checklist covers what we ask before every AV booking, for weddings and corporate events alike.
Key takeaways
- Start with a running order so the AV team can plan every cue.
- Check the venue's power, rigging and house equipment before booking.
- Always build in a technical rehearsal for conferences and awards nights.
What should you know before contacting AV suppliers?
Write down what happens and when. Who speaks, whether they use slides or video, how many people are on stage at once, when the music changes, and when lighting needs to shift. For weddings that might be the entrance, speeches, first dance and cake cutting. For conferences it might be keynote sessions, panels and breakout rooms.
Also note audience numbers, room layout and whether anyone joins remotely. This lets suppliers quote accurately instead of guessing.
What should you check with your venue?
AV is more affected by the venue than almost any other service.
- Power supply near the stage and control position, and whether a dedicated supply is needed.
- Rigging points and ceiling height for lights, screens and speakers.
- Load-in route, lifts, parking and access times.
- House AV that is included, and any fee for bringing in outside suppliers.
- Noise limits, sound limiters and curfews.
- Internet connection if you plan to stream or run a hybrid event.
Tip from our team: Ask whether the venue has a sound limiter and at what level it cuts power. Your AV team can then set levels so it never trips mid-speech.
Which AV kit do you actually need?
For wedding speeches, two wireless handheld microphones and a sound system suited to the room are usually enough. For conferences, a lectern microphone, lapel or headset microphones for panels, a projector or LED screen, a confidence monitor and a presentation laptop are standard.
Awards nights and product launches often need stage lighting, walk-up music cues, video playback and sometimes camera feeds to side screens so the back of the room can see.
If you are unsure, describe the event in plain words and let the AV team suggest the kit. A good supplier will explain why each item is needed and will not push equipment the room does not require.
Want a quote for audio visuals?
Free, no obligation. Tell us your date and venue.
What questions should you ask an AV company?
Experienced AV teams will answer these clearly.
- How many technicians will be on site, and will one stay throughout?
- What backup equipment do you bring, such as spare microphones and cables?
- Do you hold public liability insurance and PAT test your equipment?
- Can you provide risk assessments and method statements if the venue asks?
- Will you run a sound check and technical rehearsal?
- How do you handle last-minute presentation changes?
What are the red flags when booking AV?
Be cautious if a supplier cannot tell you what equipment they are bringing, will not commit to a technician staying on site or has no backup plan for microphone failure. Vague answers about power or rigging suggest they have not thought about your venue.
Be honest about fit too. For a small birthday or intimate dinner, a DJ with a good sound system may be all you need, and a full AV crew would be overkill.
Want a quote for audio visuals?
Free, no obligation. Tell us your date and venue.
How far ahead should you book AV?
Book as soon as your venue and date are fixed. Conference season, awards season and December are busy, particularly in London, Birmingham and Manchester.
Send presentations, videos and walk-up music at least a few days before the event, and schedule a technical rehearsal on the day. Our team covers the whole UK and stays your single point of contact.
Frequently asked questions
What is a confidence monitor?
A confidence monitor is a screen facing the speaker that shows their current and next slide, or their notes. It lets them keep eye contact with the audience instead of turning to look at the main screen.
What is a technical rehearsal?
A technical rehearsal is a run-through of every cue, including microphones, slides, videos, lighting and music, before guests arrive. It catches problems while there is still time to fix them.
Do AV suppliers need PAT testing?
Many venues ask for evidence that electrical equipment has been PAT tested, along with insurance and risk assessments. Ask your supplier to provide these in advance.
Can a DJ provide AV for wedding speeches?
Often, yes. Many DJs bring wireless microphones and can run speeches through their system. For larger rooms or slideshows, dedicated AV may be better.
Find the right AV team for your event
Share your venue and running order and we will match you with a vetted AV partner.
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Written by the Party Central events team. Prices mentioned are starting points only. Exact pricing depends on availability, your exact requirements, time on site and location. Party Central is a trading name of Booking Central Ltd.
