When you’re planning a meeting or event, your AV setup isn’t just a technical detail—it’s the backbone of your attendees’ experience. A single glitch in sound, video, or connectivity can overshadow even the most carefully curated content. Yet, many planners are handed outdated inventories or vague assurances that the “AV is fine,” without knowing how to truly verify that claim.

Whether you’re working with an in-house provider, a third-party AV company, or the venue’s own gear, being able to ask the right questions helps you avoid last-minute surprises—and protect your reputation.

Here’s a checklist of smart, non-technical questions you can ask to evaluate if the AV setup is really ready for showtime:

1. How Old Is the Equipment?

It’s not about chasing the latest tech—most events don’t need bleeding-edge innovation—but outdated gear can be prone to failure, incompatibility, or subpar quality. If the projector was last updated in 2013 or the microphones are secured with duct-taped battery covers, it’s worth a closer look.

➡️ Ask:

• “When was this gear last updated or replaced?”
• “Has this setup been used successfully at recent events similar to ours?”

2. Has It Been Tested with My Content?

Your content is unique—whether it's a high-resolution video, a multi-presenter slide deck, or an on-the-fly panel discussion. Testing with generic media won’t reveal whether your exact content will run smoothly.

➡️ Ask:

• “Can we schedule a tech run with our actual presentation materials?”
• “Have you tested all video and audio files in the native format?”

3. Are There Backups or Redundancies in Place?

Cables fail. Mics cut out. Power surges happen. Redundancy planning—spare mics, backup laptops, extra cables—isn’t overkill; it’s smart.

➡️ Ask:

• “What’s the backup plan if the mic cuts out mid-session?”
• “Do you have spare batteries, cables, and devices on hand during the event?”

4. Who’s Running the Show—And Do They Know the Gear?

You want a technician who knows the quirks of the setup like the back of their hand. Even top-tier gear can underperform in the wrong hands.

➡️ Ask:

• “Will the same technician be on site for setup and showtime?”
• “How familiar are they with this particular equipment?”

5. Is the Setup Scalable if Things Change?

Let’s face it—room counts grow, speakers add new formats, hybrid options pop up. Your AV plan should flex with you.

➡️ Ask:

• “What happens if we add a remote presenter or need to record last-minute?”
• “Is the system able to support additional screens or mics if needed?”

6. Are Audio and Visual Lines of Sight Optimized for All Attendees?

Just because a screen exists doesn’t mean everyone can see it. Same with audio—it should reach every corner without distortion.

➡️ Ask:

• “Has the setup been tested from the back of the room?”
• “Do you recommend additional speakers or confidence monitors?”

7. Is There a Post-Event Debrief or Equipment Report?

After your event, a quick tech rundown can help you document what worked—and what didn’t—for next time.

➡️ Ask:

• “Can we do a post-event AV review?”
• “Was any gear flagged for maintenance or replacement?”

Why This Matters

AV can make or break an event. A crisp audio line, a clear screen, seamless presenter transitions—these often go unnoticed when they’re done well. But just one technical failure can take the focus off your content and put it squarely on what went wrong.

Being proactive—not reactive—with your AV planning gives you more control, fewer surprises, and a smoother event overall. The best planners don’t just assume the AV is “taken care of.” They ask questions. They collaborate. They test. And they always keep their eyes on the audience experience.

Pro Tip: Keep an AV Prep Checklist

Download our reusable checklist for each event here. With AV, consistency is everything—especially when juggling multiple venues or switching between in-house and third-party support. 

Want more event planning insights? Follow AVaStar for field-tested guidance, real-world AV solutions, and behind-the-scenes strategies from hospitality pros across the industry.