Why Getting Your AV Hire Right Matters
Poor audio visual setup is one of the most common reasons events fall flat. You can have the right venue, the right speakers, and the right audience — and still undermine the whole thing with a sound system that doesn’t cover the room properly or a screen no one can read from the back row.
The good news is that most audio visual hire mistakes are avoidable. They tend to come down to the same recurring issues: not planning far enough ahead, not asking the right questions, or not working with an AV company that takes the time to understand what you actually need.
This guide covers ten of the most common AV hire mistakes — and what to do about each one.
Mistake 1: Booking on Price Alone
It’s natural to compare quotes, but choosing AV hire based purely on cost is one of the most common mistakes to avoid when booking audio visual equipment.
The cheapest option often means older equipment, limited technical support, or a supplier who hasn’t properly assessed your requirements. When something goes wrong on the day — and without proper planning, something usually does — a low-cost hire package won’t include anyone to fix it.
What to do instead: Compare what’s included, not just the headline figure. Ask what equipment is being supplied, whether setup and collection are included, and whether there’s a technician on hand during the event.
Mistake 2: Not Visiting the Venue Before the Event
Many AV problems stem from assumptions made about a venue before anyone has set foot in it. Room dimensions, ceiling height, ambient noise, natural light, power supply locations, and access restrictions all affect what equipment you need and how it needs to be set up.
A venue that looks similar to one you’ve used before may behave very differently acoustically. A long, low room presents very different challenges to a square hall with high ceilings.
What to do instead: Arrange a site visit with your AV supplier before confirming your equipment package. A supplier worth working with will want to do this — or at least ask detailed questions about the space.
Mistake 3: Underestimating Your Power Requirements
This one catches out a surprising number of event organisers. Audio visual equipment draws more power than most people expect, particularly larger PA systems, high-brightness projectors, and full LED lighting rigs.
Many venues — especially older ones — have limited power circuits or unsuitable distribution. Overloading a circuit mid-event is a real risk if power requirements haven’t been assessed properly in advance.
What to do instead: Give your AV supplier accurate information about the venue’s power supply early in the planning process. A good supplier will calculate load requirements and advise on whether you need a generator or additional distribution.
Mistake 4: Leaving AV to the Last Minute
Audio visual hire is often treated as something to sort out once everything else is confirmed. In practice, this creates problems: the equipment you need may not be available, setup time becomes compressed, and there’s no time to troubleshoot anything before the event starts.
For larger events — conferences, outdoor shows, multi-room setups — AV planning should start at the same time as venue booking.
What to do instead: Factor AV into your event timeline from the outset. Give your supplier enough lead time to source equipment, plan the setup, and run through any technical requirements properly.
Mistake 5: Not Asking About On-Site Technical Support
A hire package that drops equipment off and leaves is fine for some applications. But for conferences, live performances, product launches, and any event where things need to run smoothly in real time, having a technician on site is not optional — it’s essential.
Even with well-maintained equipment, inputs change, volumes need adjusting, and presenters need assistance. Without a technician present, you’re relying on the event organiser or a member of venue staff to manage this, which rarely ends well.
What to do instead: Confirm upfront whether your package includes a technician for the duration of the event. If it doesn’t, ask what it would cost to add one.
Mistake 6: Ignoring Acoustic Challenges
A sound system that performs well in one space can sound poor in another. Highly reflective surfaces — bare walls, glass, tiled floors — cause sound to bounce around the room, reducing clarity and creating feedback risk. Conversely, heavily treated or open-air spaces may absorb too much, leaving the audio sounding thin.
This is one of the most common AV hire mistakes at events held in non-purpose-built venues: churches, marquees, warehouses, and historic buildings all present acoustic challenges that a standard hire package may not account for.
What to do instead: Make sure your AV supplier knows about the specific acoustic environment. The right speaker placement, system configuration, and processing settings make a significant difference.
Mistake 7: Overlooking Outdoor-Specific Requirements
Outdoor events introduce a set of requirements that simply don’t apply indoors. Equipment needs to be weather-resistant or properly protected. Sound has to carry across open space without the benefit of walls and ceilings. Cabling needs to be routed safely across surfaces where people are walking.
Wind noise, ambient sound bleed into residential areas, and varying site conditions also all affect the technical brief.
What to do instead: Be clear with your supplier that the event is outdoors, and provide details on the site — dimensions, audience size, neighbouring properties, and power access. Outdoor PA requirements are materially different from indoor ones.
Mistake 8: Failing to Confirm the Full Equipment List in Writing
Verbal agreements are easy to misremember, and assumptions on both sides can lead to gaps on the day. You may expect a mixing desk to be included; the supplier may assume you only need a basic playback solution. You may expect a specific screen size; the supplier may send something different.
What to do instead: Make sure your hire agreement includes a clear, itemised equipment list. Review it before the event and raise any discrepancies early — not on the morning of setup.
Mistake 9: Not Planning for Connectivity and Signal Distribution
Modern events involve multiple signal sources: laptops, presentation systems, cameras, microphones, video playback, and sometimes broadcast feeds. Getting all of these working reliably through a single AV setup requires proper planning around connectivity — cables, adaptors, switchers, and signal routing.
The number of events that run into problems because a presenter’s laptop doesn’t have the right output connection, or because no one thought to check whether the projector accepts HDMI, is significant.
What to do instead: Ask your AV supplier to work through the full signal chain with you ahead of the event. Make sure all connections are accounted for, and have adaptors available for common formats.
Mistake 10: Treating AV as an Afterthought in Your Budget
AV equipment, proper setup, and technical support have a real cost — and that cost is proportionate to the quality of the outcome you’re aiming for. Organisations that allocate most of their event budget to venue and catering, then try to make savings on AV, often end up with a result that lets down everything else.
A conference where no one can hear the speaker clearly, or a product launch where the video keeps dropping out, undermines everything else you’ve invested in.
What to do instead: Allocate AV budget in proportion to what the event needs to achieve. If the technical delivery matters to the outcome — and it usually does — build in appropriate resource from the start.
Pro Tips: What to Ask Your AV Hire Company
Before confirming any booking, run through these questions:
- Have they worked in this type of venue before? Experience with similar spaces matters.
- What is included in setup and breakdown? Confirm whether this is part of the package or charged separately.
- What contingency do they carry? Reputable suppliers carry backup equipment for critical components.
- Who will be your point of contact on the day? Knowing this in advance avoids confusion at setup.
- How far in advance can they do a site visit or pre-event call? Suppliers who want to understand the brief before the event tend to deliver better results.
- What happens if something fails during the event? Ask specifically, not hypothetically.
FAQs
What are the most common audio visual hire mistakes?
The most common AV hire mistakes include booking on price alone without checking what’s included, leaving AV planning too late, not accounting for the acoustic properties of the venue, failing to confirm equipment lists in writing, and not arranging on-site technical support for the duration of the event.
How can I avoid problems with event AV equipment?
The most effective way to avoid problems with AV equipment at events is to plan early, work with a supplier who will assess your venue and requirements before the day, confirm everything in writing, and ensure there is a qualified technician available throughout the event. Most problems are predictable and preventable with the right approach.
How far in advance should I book audio visual hire?
For smaller events, a few weeks is usually sufficient. For larger conferences, outdoor events, or multi-room setups, you should aim to book AV hire at least six to eight weeks in advance. This allows time for a site visit, equipment sourcing, and proper technical planning.
Do I need a technician at my event?
For any event where audio or visual delivery is central to the outcome — presentations, live performances, conferences, product launches — having a qualified technician on site is strongly advisable. Without one, there is no one to manage levels, address technical issues, or assist presenters in real time.
What should be included in an AV hire quote?
A clear AV hire quote should include an itemised equipment list, delivery and collection details, setup and breakdown arrangements, information on whether technical support is included, and confirmation of any additional charges. If any of these are absent, ask before confirming the booking.
Conclusion
Most audio visual hire mistakes come down to the same underlying issue: not enough planning, not enough communication, and not enough involvement from an AV supplier who understands what the event actually needs to achieve.
The ten mistakes covered here are all common — and all avoidable. Whether you’re organising a conference, a live event, an awards evening, or an outdoor show, the principles are the same: get your supplier involved early, be clear about the brief, confirm everything in writing, and make sure technical support is in place for the day itself.