Audio Visual Company: Questions to Ask Before Your Next Event

Ask these audio visual company questions before choosing an AV partner for your trade show, conference, or nightclub live event.

Audio Visual Company Questions to Ask Before Your Next Show

Exhibit builders, producers, and planners involved in conferences, corporate meetings, and trade shows juggle lots of responsibilities — from contract negotiations and venue selection to event and booth design to preparing for all the things that could possibly go wrong during the show.

Event production experience and AV technician professionalism and accountability are more important now than ever before. To make sure your next trade show, conference, or nightclub event goes off like clockwork, ask these audio visual company questions to prospective AV event production partners at the start of the planning process.

1. How can I optimize my budget?

Not all AV companies are created equal — and not all of them will help you get the most value from your event budget. That’s why transparency matters. When you speak with established, highly trusted AV companies, share your budget — along with any constraints or concerns — early in the process.

Here’s why that matters:

First, it saves you time. When your AV partner understands the financial framework, they can right-size your event from the start. Instead of wasting time quoting out-of-scope solutions or cutting features later, they’ll focus on options that deliver the most impact for your investment.

Second, it leads to smarter planning. A collaborative AV partner will help you make strategic decisions based on your event’s goals, location, venue requirements, and audience size. They’ll help you prioritize your budget — whether it’s investing in a show-stopping LED wall, boosting livestream capabilities for remote attendees, or maximizing audio clarity in a challenging acoustic space.

Third, you’ll gain access to creative workarounds. A great AV partner brings more than gear — they bring problem-solving. If it seems like your budget can’t accommodate your vision, an experienced team can offer innovative alternatives that achieve similar results, often at a lower cost.

The bottom line? The right AV company won’t just take your budget — they’ll help you stretch it further without sacrificing quality.

2. Has your audio visual company worked in this venue before?

Whether your event is in Las Vegas or across the country, your AV partner’s familiarity with the venue can make or break your show.

Why does it matter? Every venue has its quirks — from ceiling heights and rigging points to power availability and load-in access. An AV company that has worked in your venue before already knows what to expect. They’ve navigated the loading dock, dealt with the in-house AV requirements, and know which gear performs best in that specific space.

Experience brings efficiency. When your AV team knows the venue, they can plan faster, avoid delays, and reduce costly surprises. They’re less likely to overestimate what’s needed or run into day-of technical issues that could derail your timeline or disrupt your program.

They can also act as your advocate. A well-connected AV partner may help you negotiate better venue contract terms, avoid unnecessary venue AV fees, and access preferred vendors or local labor. They’ll understand the union requirements, fire marshal regulations, and local permitting rules that might otherwise catch you off guard.

Bonus: They may already have local inventory nearby. If your event is in a major market like Las Vegas, choosing a company with a local presence means faster setup, easier last-minute adjustments, and fewer shipping costs.

A seasoned AV company with venue-specific experience gives you a smoother planning process, a more predictable budget, and greater peace of mind on show day.

3. What equipment, connectivity, and staffing does your audio visual company recommend for my event?

Your AV partner shouldn’t just ask what you want — they should help you decide what you actually need.

From video and audio systems to lighting, laptops, control systems, and internet connectivity, there’s no one-size-fits-all solution. The best AV companies tailor their recommendations to your event’s size, format, goals, and budget — and they’re not afraid to speak up if they think you’re overproducing or underpreparing.

Look for a full-service partner that has experience supporting everything from intimate cocktail events and nightclub productions to major conferences, trade show booths, and high-stakes general sessions. They should be comfortable designing and delivering scalable solutions for both small activations and large, multi-day productions with thousands of attendees and dozens of breakout rooms.

Their recommendations should also include:

• Video systems that fit your content strategy and venue layout (e.g., LED walls vs. projection)

• Audio solutions tuned for speech intelligibility, music, and audience size

• Lighting design that sets the right tone and enhances camera and in-room visuals

• Reliable laptops and control gear for smooth presenter transitions and show flow

• Smart network connectivity, including hardwired lines, bonded cellular, or Wi-Fi optimization, to keep everything running smoothly without overspending on venue bandwidth

• Experienced technical staff who know how to troubleshoot in real time and run the show without surprises

The goal is to find a partner who offers comprehensive services and expert guidance — someone who can look at your event holistically and recommend the right mix of technology, staffing, and creativity to bring your vision to life without wasted spend.

4. What new ideas do you have to help us capture attention and engage with attendees?

Today’s audiences expect more than just a stage and a screen — they want an experience. That’s why it’s important to work with an AV partner that leads with creativity, not just equipment.

Look for a team that embraces Intelligent AV Design — a philosophy rooted in strategic thinking, collaboration, and intentional decision-making. Instead of chasing trends or pushing unnecessary tech, a forward-thinking AV partner will focus on helping you achieve your goals in the most effective and impactful way possible.

Intelligent AV Design means:

• Asking thoughtful questions and listening closely to your vision

• Challenging assumptions and rethinking outdated “we’ve always done it this way” approaches

• Offering fresh, tailored ideas to help you stand out — whether it’s through immersive LED environments, dynamic lighting, interactive content, or hybrid engagement tools

• Maximizing what’s already in the room to make your dollars go further

• Designing AV solutions that support your message, energize your brand, and elevate the attendee experience

Whether you’re planning a trade show booth, nightclub event, or multi-day conference, your AV partner should treat your event as a unique opportunity to tell your story in new ways — not as just another gig on the calendar.

When innovation meets intention, your audience will notice — and remember.

5. How will you ensure my team has a direct line of communication with your staff?

Clear, consistent communication is one of the most critical (and often most overlooked) components of successful AV event production. Many planners, exhibitors, and organizers have experienced the frustration of working with teams that are unresponsive, underqualified, or simply not aligned with their event goals.

That’s why you need an AV partner who offers more than just gear — you need a partner who listens, responds, and takes ownership.

Start by asking who your primary point of contact will be. You deserve a dedicated account manager who not only understands your event but also proactively guides you through the process — from planning and budgeting to on-site execution. They should be responsive, transparent, and empowered to make decisions and escalate issues quickly.

A reliable AV partner will:

• Provide direct access to senior team members and on-site leads — not just a general help desk number

• Adjust staffing levels based on your event’s complexity, timing, and goals — not a cookie-cutter formula

• Offer honest input on what’s practical, what’s possible, and what’s unnecessary

• Help you right-size your production so it’s neither under-built (which risks failure) nor overbuilt (which wastes resources)

• Keep the lines of communication open throughout the event lifecycle — especially during showtime, when quick decisions matter most

Ultimately, your AV team should act as an extension of your team — one that protects your time, your budget, and your reputation. With the right communication and trust in place, you can focus on your attendees while your AV partner ensures everything behind the scenes runs seamlessly.

6. Can I review a list of references for your audio visual company?

Any AV company can claim they deliver flawless shows, cutting-edge technology, and five-star service — but the real proof comes from the people who’ve worked with them.

Before signing any contract, ask for a list of recent references. A reputable AV partner will be proud to connect you with clients from similar industries or event types — whether that’s trade show exhibitors, corporate planners, nightclub producers, or association event teams. Pay attention to what those clients say about responsiveness, professionalism, and problem-solving under pressure.

In addition to speaking with references, review the audio visual company’s portfolio. Ask to see photos or videos of recent events. Look for examples that reflect the scale, complexity, and creativity you’re looking for in your own production.

Also check for signs of industry leadership — such as blogs, how-to resources, and membership in the Event Production Network and EDPA that show their depth of knowledge and commitment to elevating client events. Companies that invest in education and innovation are more likely to bring that same dedication to your project.

And perhaps most importantly, ask this: Do they have repeat clients who come back year after year? Long-term partnerships speak volumes about trust, reliability, and value.

In short, don’t just take their word for it. Do your homework — and choose an AV partner with a proven track record of delivering results worth talking about.

Reach Out!

TST is the total show production solution for anyone who hosts, plans, manages, or produces trade shows, conferences, and nightclub events. Our total show production capabilities include audiovisual design, installation, and live staffing and operation. Our services include video, audio, lighting, rigging, staging, computer services, labor sourcing, and equipment rentals.

In the rapidly changing event industry, what you know and who you know are everything. We know Las Vegas and the Pacific Southwest. We know all the venues inside and out. We have the loyal network that opens the right doors when it matters most. In an industry where almost anything can go wrong, we make sure everything goes right.

Reach out for a free consult or to simply say “hello.” As always, we appreciate the opportunity to serve you!