When audio drops out mid-keynote, the audience blames the AV team. We know the truth. The root cause traces back to a venue selection decision made weeks earlier. Ask these questions to prevent those failures.
Power
- How many dedicated circuits exist in the presentation space? What is the amperage?
- Does house power share a line with kitchen or HVAC systems that cycle during the event?
- Where are the breaker panels? Who holds the keys on show day?
A single overloaded circuit shared with a coffee urn ruins presentations. Avoid it.
The Room
Ceilings under ten feet restrict projection and lighting design. Find out if the venue allows flying rigs from the ceiling. If they ban rigging, your gear lives on floor stands.
Hard parallel walls and glass create acoustic nightmares. You will fight the room all day. Map the load-in path. Measure the freight elevator. Clock the distance from the loading dock to the stage.
Connectivity
Hybrid events require stable networks. Hotel wifi fails. Ask for hardline internet access in the room. Demand a guaranteed upload bandwidth. Verify if the venue permits outside network equipment. A stable stream demands a dedicated, wired connection with guaranteed upload speeds in writing.
House Rules
Venues often mandate their in-house AV team. Clarify exclusivity clauses before you sign. Ask about patch fees for outside equipment. Connect your production partner directly with the venue’s technical staff immediately. Problems cost less when your AV lead talks to the venue early.
Site visits cost nothing. Show-day surprises ruin budgets. Walk the room with your technical lead before you sign the contract.
Booking a venue without an AV walkthrough guarantees failure. Bring your technical partner into the decision early. The rest of the production becomes easier, quieter, and significantly cheaper.