Top 10 Questions to Ask Your AV Team When Planning a Large Corporate Event or Gala

When planning a major corporate event or fundraising gala, success hinges on more than just the guest list and venue. The behind-the-scenes technology—audio, video, and lighting (AVL)—can make or break your event's impact. Here are the top 10 questions you should ask your production team to ensure a seamless, professional experience.

Navigating the complexities of corporate event planning can be overwhelming, raising numerous questions and surprises.

1. What’s your experience with events of this size and complexity?

You want a partner who’s been there, done that. Ask for examples of past large-scale events, ideally with photos or video. Look for teams that offer both technical expertise and creative solutions.

2. How do you plan the AVL setup around the venue’s layout and limitations?

Every venue has unique challenges—low ceilings, sound restrictions, limited rigging points. Your team should perform a site visit and provide a layout plan that adapts to the space.

3. Can you walk me through your audio plan for clarity, coverage, and control?

Poor sound kills engagement. Ask how they’ll ensure even audio coverage, mic placement, and eliminate feedback—especially if you have panels, presenters, or live entertainment.

4. What type of video display and content playback options do you offer?

From LED walls to projection mapping, understand what display options work best for your content. Discuss aspect ratios, playback formats, and whether they provide content creation or only technical support.

5. How will lighting enhance the mood, branding, and stage experience?

Lighting is about more than visibility—it sets the tone. Ask about stage washes, audience lighting, spotlights, gobos, and custom color schemes that align with your brand or event theme.

6. What’s your backup plan if equipment fails or something goes wrong?

A top-tier AV team has redundancies built in—backup microphones, video switchers, power solutions. Don’t assume; ask about their plan for the unexpected.

7. How will your team coordinate with other vendors (decor, staging, entertainment)?

Events require collaboration. Your AVL team should work in sync with caterers, decorators, and stage managers to prevent scheduling conflicts or space issues.

8. What is your show calling or cue-to-cue process?

Large events often involve scripting and timed cues for lighting, sound, and video. Make sure your team provides a show caller or stage manager to keep everything running smoothly.

9. What’s included in your quote, and what might be an additional cost?

Ask for an itemized proposal so you’re not surprised later by costs for rigging, labor, freight, or rush fees. Transparency is a hallmark of a professional production team.

10. How early do you load in, and how long is your strike time?

Load-in and load-out affect venue access and staff coordination. Understanding the production timeline will help you plan for setup, rehearsals, and post-event breakdown.

Asking the right questions up front ensures your AV partner is aligned with your vision, budget, and timeline. At Show-Me Live Event Production, we believe white-glove service means being a true partner from day one—anticipating challenges, offering creative solutions, and delivering flawless execution.

If you're planning a corporate event or gala, let's bring your vision to life—on time and on point.