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What to Think About Before Choosing an AV Production Company for Corporate Events and Galas

Dave Constine

Planning a big event like a corporate gala, conference, or special fundraiser can be exciting, but also a bit overwhelming. There’s a lot that goes into making sure everything runs smoothly, especially when it comes to the technology. Choosing an AV production company for corporate events can make a huge difference. Whether you're hosting an event with live speakers, videos, music, or PowerPoint presentations, it's important to have professionals who know how to handle all the tech details.


Here’s what you need to think about before choosing a company to help with your event:


1. Experience with Large-Scale Events

The first thing to look for in an AV company is their experience with big events like the one you’re planning. Handling sound, lighting, and video for a small party is very different from doing it for a large corporate event. Ask the AV company about their previous work and whether they’ve managed events like yours. This will help you feel confident they can manage all the moving parts and ensure the event runs smoothly.



2. PowerPoint and Presentation Setup (Make It 16:9)

Most corporate events will include some sort of presentation, like PowerPoint slides. It’s important that your AV team knows how to handle this professionally. One key tip: make sure your PowerPoint slides are formatted in a 16:9 widescreen ratio. This is the standard size for most modern video screens, ensuring your slides will look sharp and won’t be distorted on the big screen. The AV company should be able to advise you on this and make sure everything is crystal clear during the presentation.


3. High-Quality Audio for Speakers and Music

Good sound quality is essential for a successful event. Your guests need to clearly hear any guest speakers, panel discussions, or music. Whether it’s live performers or background tunes, the sound needs to be crisp without being too loud or too quiet. The AV company should provide high-quality microphones, speakers, and mixing equipment. They should also be able to adjust the sound to fit the venue, whether it’s a small room or a large auditorium.


4. Video Playback and Webcasting

If your event includes video segments, video playback should be smooth and high-quality. The AV company should handle everything from playing videos on a large screen to streaming the event live (also called webcasting). Whether you're showing a video message, a brand promotion, or a documentary, the AV team must ensure that the visuals look clear and sync properly with the audio.



Additionally, if you're live-streaming the event for people to watch online, make sure the company has experience with webcasting and can provide reliable streaming services. This is especially important for virtual or hybrid events, where some attendees might not be there in person.


5. Lighting Design for a Professional Look

Lighting can make or break the atmosphere of your event. It’s not just about brightening up the room—it’s about creating the right mood and making sure everything looks polished. Good lighting helps focus attention on the stage, makes guest speakers look professional, and enhances the overall experience. The AV team should know how to use lighting to set the right tone, whether it’s for a gala dinner or a serious business presentation.


6. Recording the Event for Future Use

If you’re planning to record your event for people to watch later, you need a company that knows how to capture high-quality video and audio without disrupting the live experience. Recording the event can be useful for those who couldn’t attend or if you want to use the footage for future promotions or training purposes. Make sure the AV company can handle multi-camera setups if needed, so they can capture different angles of the action.


7. Rehearsals and On-Site Support

Before your event begins, it’s a good idea to run through everything with the AV company. Rehearsals are crucial for making sure all the technical aspects are working correctly. The AV team should offer on-site support during the event to handle any last-minute adjustments or technical difficulties. You want a team that is proactive and ready to solve problems quickly if anything goes wrong, like a microphone cutting out or a video not playing.



8. Stage Setup and Décor Integration

If your event involves a stage for speakers, performers, or a panel discussion, make sure the AV company is involved in designing the setup. The staging should be attractive and functional, with enough space for equipment like podiums and monitors. If you’re using any special décor, the AV company should know how to work around it and blend the technology with the overall theme or style of the event.


9. Backup Plans and Redundancy

No matter how well-prepared everyone is, things can go wrong. An excellent AV company will have backup equipment ready in case something breaks down—whether it’s a microphone, a projector, or even the sound system. Redundancy is key, meaning there should be backup plans for anything that could fail. Ask your AV partner about their contingency plans and how they deal with technical emergencies.


10. Clear Communication and Coordination

It’s important that the AV company communicates well with you and any other vendors involved in the event, such as event planners or entertainment. Clear coordination helps ensure everything is set up properly and that everyone is on the same page. Make sure the company is willing to listen to your needs and preferences, and that they can easily adapt to any last-minute changes.


11. Customizing the Experience

Your event might have specific needs or a unique style. A good AV company will offer customized solutions to fit your event, whether it’s adding special effects, creating a live video feed, or designing a themed light show. Be sure to explain your vision so they can help bring it to life in a way that feels special and tailored to your audience.


12. Staying Within Budget

Finally, it’s important to work with an AV company that can provide high-quality services without blowing your budget. Discuss your budget upfront and ask for a clear breakdown of costs. Some companies may offer packages or tiered pricing based on your needs, so make sure they can work with you to find the right solution.


Final Thoughts

Choosing the right AV production company is a critical step in making sure your event is a success. By considering things like experience, audio quality, lighting, video playback, and backups, you’ll be able to ensure that your event runs smoothly and impresses your guests. Working closely with an AV team that listens to your needs and communicates clearly will help you bring your event to life in a professional, memorable way.

With the right support, you can focus on enjoying the event, knowing the technical details are all taken care of!

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