When planning a corporate meeting, conference, awards ceremony, fundraiser, live stream, or special event, your audiovisual production company can have a major impact on the experience.

Good AV should feel seamless. Your audience shouldn't be thinking about microphones, projectors, cameras, or internet connections—they should be focused on your event.

Before choosing an AV company, here are 10 important questions to ask.

1. What AV Production Services Do You Provide?

Not every AV company offers the same services. Some specialize in audio, while others provide complete event production.

Ask whether they can provide:

• Professional audio and microphones

• Projection, LED displays, and video screens

• Event lighting

• Cameras and video production

• Live streaming

• Video switching and playback

• Recording

• On-site technicians

Working with one company that can manage multiple parts of your production can make planning much easier.

2. Have You Worked on Events Like Mine?

Experience matters, but the right kind of experience matters even more.

A corporate conference has different requirements than a concert, fundraiser, graduation, or live-streamed event.

Explain what you're planning and ask the AV company how they would approach it. An experienced production team should be able to identify potential challenges and recommend equipment based on your event—not simply sell you a standard package.

3. Will You Help Me Determine What Equipment I Actually Need?

You shouldn't have to be an AV expert to hire an AV company.

A good production partner should ask about your venue, audience size, room layout, presentations, speakers, entertainment, streaming requirements, and overall goals before recommending equipment.

The equipment should fit the event—not the other way around.

4. Do You Provide On-Site Technicians?

Having professional equipment is only part of the equation. You also need people who know how to operate it.

Ask whether technicians will remain on-site throughout your event and who will be responsible for audio, video, lighting, presentations, and other production elements.

For larger events, you may need multiple technicians handling different responsibilities.

5. What Happens If Equipment Fails?

Technology can fail—even professional equipment.

The important question is: What happens next?

Ask the AV company whether they bring backup equipment and how they handle problems during a live event.

Professional AV teams should plan for problems before they happen. That may include backup microphones, additional cables, replacement equipment, redundant signal paths, or backup recording and streaming solutions.

6. How Early Will You Arrive for Setup and Testing?

Your AV company shouldn't be finishing setup while your guests are walking through the doors.

Ask how much time they plan for:

Load-in → Setup → Testing → Rehearsal → Event

Testing microphones, presentations, videos, cameras, lighting, and internet connections ahead of time can prevent many common problems.

If your event includes presenters, a technical rehearsal or sound check can also be extremely valuable.

7. Can You Work With My Venue's AV Requirements?

Many hotels, conference centers, and event venues have preferred or in-house AV providers. However, you are not always required to use the venue’s in-house AV company. Depending on the venue and the terms of your contract, you may be able to bring in a third-party AV production company of your choice.

Even when outside AV companies are allowed, there are typically a few big-ticket venue services that may be non-negotiable and must be provided or managed by the venue or its designated provider. These can include:

• Rigging – Hanging speakers, lighting, LED walls, projectors, or other production equipment from the venue’s structure.

• Large Power Requirements – Three-phase power, high-amperage electrical connections, or other facility-level power requirements.

• Internet – Dedicated hardwired internet, VLANs, static IP addresses, or specialized connections needed for livestreaming and event production.

Questions to Ask Before Making a Decision

Before choosing your AV provider or signing your venue agreement, ask about any requirements, restrictions, or additional costs involving:

• Power

• Internet access

• Loading and unloading

• Rigging

• Insurance

• Union labor

• Venue access

• Setup and strike times

• Outside vendor fees

Understanding these requirements ahead of time can help prevent unexpected charges or production issues.

Most importantly, review your venue contract before signing and ask exactly which services must be purchased through the venue and which services can be handled by an outside AV company.

Bringing in your own AV production company can give you more flexibility when it comes to equipment, staffing, production design, service, and overall costs—while still allowing the venue to handle the services that are required to remain in-house.

8. What Is Included in the Quote?

This is one of the most important questions you can ask.

A quote that initially looks inexpensive may not include everything required to successfully produce your event.

Ask whether your quote includes equipment, technicians, setup, strike, transportation, delivery, testing, rehearsals, overtime, internet requirements, recording, and any additional fees.

You should understand exactly what you're paying for before the event begins.

9. Can You Live Stream or Record My Event?

Even if your audience is attending in person, your event can continue providing value afterward.

Ask whether the AV company can provide professional recording or live streaming.

Recorded content can later become:

• Social media clips

• Promotional videos

• Training materials

• Speaker highlights

• Website content

• YouTube videos

• Internal company communications

If you're live streaming, also ask how the company plans to handle internet reliability. A beautiful camera setup doesn't matter if the stream constantly buffers or disconnects.

10. What Happens If Something Changes at the Last Minute?

Events change.

A presenter may bring a new presentation. Another microphone might suddenly be needed. The schedule may run late. Attendance could increase. A speaker might need to join remotely.

Ask your AV company how they handle last-minute changes.

A strong production partner doesn't just provide equipment—they help solve problems.

Choose an AV Company That Thinks Beyond the Equipment

When you're hiring an AV company, you're not simply renting speakers, microphones, screens, cameras, and lights. You are hiring a team responsible for helping your event look professional, sound professional, and run smoothly.

The right AV partner should take the time to understand your event, recommend the appropriate technology, prepare for potential problems, and be there when something unexpected happens.

At Big Fish Productions, we provide professional audio, video, lighting, live streaming, and video production solutions for events throughout the Austin and Central Texas area.

Whether you're planning a corporate meeting, conference, fundraiser, live stream, or special event, our goal is simple:

Make the technology work so you can focus on your event.

Planning an Event?

Talk with Big Fish Productions about the AV needs for your next event.

Catch the Big Moment.