Choosing an AV company is about more than finding the lowest quote. Your audiovisual partner can have a major impact on how smoothly your event runs, from the initial planning process through load-in, showtime, and load-out.
Before signing an AV contract, it is important to understand exactly what you are receiving, what is expected from your team, and how your production partner will handle the unexpected.
If you’re comparing AV companies for an upcoming event, here are seven questions worth asking before you sign.
1. What Exactly Is Included in the AV Quote?
A professional AV proposal should clearly outline the equipment, services, labor, and other production elements included in the price.
Ask your AV company to walk you through the proposal and clarify anything that is unclear.
Depending on your event, the scope may include:
- Audio equipment
- Microphones
- Speakers
- Mixing consoles
- Projectors or LED displays
- Video equipment
- Lighting
- Staging
- Technicians
- Production management
- Setup and load-in
- Teardown and load-out
- Transportation
It is also important to ask what is not included. A quote that looks less expensive upfront may not include labor, transportation, additional setup time, or venue-specific requirements.
Understanding the full scope before signing can help prevent unexpected charges later.
2. Will You Handle Setup and Teardown?
AV production involves significantly more than delivering equipment to the venue.
Ask who is responsible for:
- Loading equipment into the venue
- Equipment assembly
- Cable runs
- System testing
- Audio checks
- Lighting setup
- Video configuration
- Teardown
- Equipment removal
You should also confirm how much setup and teardown time is included.
Your venue may provide only a limited window for load-in or require the room to be cleared by a specific time. Your AV team needs to know those restrictions so they can build an appropriate production schedule.
3. How Many Technicians Will Be Onsite?
The size and complexity of your event should determine the level of technical support provided onsite.
A simple presentation may require only one technician, while a conference with multiple rooms, live video, lighting, cameras, and presentations may require several specialists.
Ask:
- How many technicians will be onsite?
- What are their roles?
- Will there be an onsite production manager?
- Who will operate audio, video, and lighting?
- Will technicians be present for the entire event?
- Who is responsible for troubleshooting if something goes wrong?
Having qualified technicians onsite can make a significant difference when something unexpected happens during the event.
4. Have You Worked at This Venue Before?
Venue familiarity can be a major advantage.
An AV company that has previously worked at your venue may already understand its loading procedures, technical restrictions, power availability, rigging requirements, preferred vendors, and access points.
If the company has not worked there before, ask how they plan to coordinate with the venue.
A good AV partner should be willing to review the venue’s technical specifications and communicate with the appropriate venue contacts before event day.
5. What Happens If Something Goes Wrong?
Even well-planned events can experience technical issues.
Ask your AV company how they prepare for equipment failures, presentation problems, connectivity issues, power interruptions, or other unexpected situations.
Questions worth asking include:
- Do you bring backup equipment?
- What is your troubleshooting process?
- Who makes technical decisions onsite?
- Is there an emergency contact during the event?
- How do you handle last-minute production changes?
The goal isn’t to assume something will go wrong. It’s to understand whether your production team has a plan if it does.
6. How Do You Handle Changes to the Event Schedule?
Event schedules have a habit of changing.
A keynote may run long. A speaker may arrive late. A presentation may be added. A rehearsal may need to move. A client may decide they want an additional screen or microphone.
Before signing your AV contract, ask how schedule or scope changes are handled.
Find out:
- How are additional services approved?
- How are changes priced?
- Who needs to authorize additional costs?
- How much notice is required?
- What happens if setup or teardown takes longer than expected?
Having a clear process for changes can help prevent confusion when you’re already dealing with the pressures of event day.
7. What Are the Payment Terms and Cancellation Policies?
Before signing any contract, make sure you understand the financial terms.
Review:
- Deposit requirements
- Payment schedule
- Final payment deadline
- Cancellation policies
- Rescheduling policies
- Overtime rates
- Additional equipment charges
- Labor charges
- Damage or replacement policies
Don’t hesitate to ask your AV company to explain anything you don’t understand.
A clear contract should give both sides a shared understanding of the services being provided and the financial responsibilities associated with them.
What Should You Look for in an AV Partner?
Beyond the contract itself, pay attention to how an AV company communicates throughout the sales and planning process.
Are they asking questions about your event? Are they interested in understanding your goals? Do they explain their recommendations? Are they responsive when you need information?
The right AV partner should feel like an extension of your event team—not simply a vendor delivering equipment.
A strong production partner will help identify potential challenges before event day, recommend solutions based on your needs, and communicate clearly throughout the planning process.
Don’t Be Afraid to Ask Questions
An AV contract represents more than a list of equipment and a final price. It establishes the expectations between you and your production partner.
Before signing, make sure you understand the scope, staffing, setup and teardown requirements, venue coordination, contingency plans, change policies, and payment terms.
The more questions you ask during the planning process, the fewer surprises you’re likely to encounter when it’s time to produce the event.
Ready to Find the Right AV Partner?
Planning an event should not mean figuring out every technical detail on your own. A knowledgeable AV partner can help you evaluate your production needs, understand your venue requirements, and build a plan that fits your event.
If you’re planning an upcoming event and want to discuss your AV needs, contact Lumina Events to connect with the team and start planning your production.
