The Questions You Should Be Asking Your AV Partner (But Maybe Didn’t Know You Could)

You’ve locked in the venue. Booked the keynote. RSVP list is growing. Now it’s time to talk tech.

Whether you’re planning a national sales conference, a fundraising gala, or your company’s annual town hall, your AV partner plays a bigger role than just “bringing the gear.” Done right, they’re your behind-the-scenes dream team—making sure your CEO’s mic doesn’t cut out mid-sentence and your brand looks sharp on every screen.

And yet, most RFPs and kickoff calls start with one question: What’s your price? Valid question. But not the only one.

If you want your event to run smoothly (and look like a million bucks, even if it didn’t cost it), here are the questions you should be asking your AV partner—especially if you don’t speak “tech” and don’t plan to learn it before lunch.

1. “How do you prepare for the unexpected?”

Seasoned AV teams know: something will go wrong. A speaker goes rogue and wanders off-camera. The power flickers. A laptop decides today is a good day to update.

What matters most isn’t avoiding every hiccup—it’s having a team that plans for them. Ask how your AV partner handles backup plans, redundancies, and live troubleshooting.

Red flag: If the answer is “We’ll figure it out if it happens.” Green flag: If the answer is “We’ve already got a backup feed, a backup mic, and a backup for the backup.”

 
2. “How early will you be onsite—and who’s coming?”

It’s not just when they show up, but who. Are you getting senior tech leads or a junior crew fresh off another gig? Will they be there for your run-through and tech check, or rolling in the morning of?

The best AV partners treat your event like it’s their only event. They’ll be onsite early, collaborative with your team, and proactive about flagging things you didn’t know you needed to think about (like where the sun will be hitting that rear-projection screen at 3:00 p.m.).

 
3. “How do you ensure the AV doesn’t distract from the experience?”

A well-produced event doesn’t call attention to the technology. It elevates the experience.

Ask how the team will make sure the audio is crisp, the video is seamless, and the gear doesn’t dominate the room. This is especially important in venues where acoustics are tricky or in hybrid events where online audiences need just as much attention as in-person ones.

Bonus: Ask how they design solutions around your brand and your goals. The answer will tell you whether they’re just running cables—or creating a moment.

 
4. “What happens if I need to make a change last-minute?”

We’re not saying you will need to swap the speaker order, add a new video, or turn your single-camera setup into a three-camera live stream 24 hours out. But it happens.

A great AV team isn’t rigid. They’re responsive. They should walk you through how they handle last-minute changes—without charging you surprise fees or giving you the “that’s not in scope” shrug.

 
5. “How will you communicate with me and my team?”

You shouldn’t have to translate tech jargon to your CMO or run point between your AV team and your stage manager. Your AV partner should be able to speak your language—and keep you looped in every step of the way.

Ask about their communication style, point of contact, and how they collaborate with other vendors. Because let’s face it: if your AV team can’t play nicely with your lighting, content, or show caller, no one wins.

 
6. “Can I see examples of how you’ve solved similar challenges?”

A highlight reel is great. But what you really want to know is: how do they problem-solve?

Ask for a story. How they pulled off a quick turnaround, made a tight budget look top-tier, or saved a show from disaster. You’re not just looking for flashy visuals. You’re looking for proof of reliability.

 
7. “What will you need from me, and when?”

A solid AV partner won’t just tell you what they’ll do. They’ll tell you what you need to do.

Whether it’s providing content files in a certain format, approving stage diagrams, or scheduling rehearsals, your AV partner should help you stay ahead of the curve—not chase it.

If they don’t have a checklist, calendar, or planning doc, that’s your cue to ask for one. Or find someone who does.

 
Final Thought: A Good AV Partner Makes You Look Good

You don’t need to know what a decimator is or how many lumens are “enough.” But you do need to know how to choose a partner who cares as much about your audience’s experience as you do.

At the end of the day, a great AV team doesn’t just show up with gear. They show up with a plan, a calm presence, and a deep commitment to making your event shine.

And when the lights come up and the crowd applauds? You’ll be glad you asked the right questions.