3 Costly AV Mistakes Every Event Planner Must Avoid

By Plant Tours Communications Tips and Tricks Tour Guiding Tips November 4, 2020

As an event planner, one of the biggest challenges remains in the form of audiovisual. Done right, it can bring the much needed wow factor to your event. The right timing of visuals and audio makes for a seamless audience experience, ensuring they understand every aspect of the event. Done wrong, you risk placing your entire work into uncomfortable territory, one that can impact the atmosphere and cause people to walk away. Your reputation and budget may be on the line, so you need to make sure that the AV element goes as perfectly as planned. Although it may seem daunting, getting the audiovisuals right relies heavily on acknowledging mistakes and learning from them. To save you the trouble of experiencing such mistakes, here is a quick rundown of all the things you must avoid at all costs—make sure to memorize them accordingly:

Mistake #1: Having distorted displayed images during the presentation

Although a common problem, this can easily be avoided. It usually happens due to differing templates, particularly when the presenter comes with their own files. More often than not, such distortions happen due to a mismatch of AV equipment, so you’ll need to choose beforehand the presentation size you want to use during the event. You can choose from the following sizes:

Widescreen (16:9)
A squarer image (4:3)

When in doubt, never hesitate to ask your AV provider. By doing so, you’ll be able to recommend the correct screen size to your presenters, thereby eliminating the need for any sudden changes or technical difficulties.

Mistake #2: Your audience cannot hear the speakers

While most event mistakes usually happen on the visual side, most event planners also run into one of the most dreaded forms of mishaps—the lack of audio. When it comes to your audio equipment, you’ll want to make sure that the size of your room can be accommodated by what’s available. Skipping out on audio tests can also be costly, especially since an audience unable to hear will quickly turn into bored and unsatisfied event-goers. To ensure that your audio does not fail, check the quality of all audio devices, including speakers and microphones. All of it needs to be set in the right volume, making sure that even the back of the room can hear, especially when it’s finally time for the show.

Mistake #3: Unknowingly assuming that the venue can provide you with the tools and staff necessary

Event planners rounding up last-minute audio equipment is a common occurrence—one that you should avoid at all costs. You may have booked the fanciest venues around, but that doesn’t mean they’re fully geared with good sound and microphone systems. It’s also highly possible that they’re having multiple events simultaneously, rendering you unable to use audio systems. You also likely won’t have good audio technicians to help you out, so the only solution is to rent equipment and staff beforehand. By doing so, you’ll have a sound system set up for success, blaring music, and the host’s spiels all day long.

Getting Your Audiovisual Game Right

These mistakes may not seem like much theoretically speaking, but living in them can be nightmares. You’ll want to avoid these common even AV pitfalls at all costs, and the best way to do that is through thorough planning, organizational skills, and communication. You’ll want to make sure that everything is ready before anything starts, and should anything come up, you’ll be more than ready to save the day. To make sure that you plan a successful event, having the right partners around is paramount. For the best audio guide rentals, Plant-Tours is the place to call. We offer and sell communication equipment, such as radios, wireless microphones, and so much more. These tools are best used for various events, helping you further your business ventures. We also offer setup and training services, ensuring that your events are foolproof and successful. Reach out to us today to learn more.