10 Common AV Mistakes and How to Avoid Them

In any live event production, your audience remembers the moments that felt effortless—the spotlight cue that hit at the perfect beat, the mic that worked without a glitch, and the visuals that told a story before a word was spoken.

Unfortunately, what many people don’t see is the AV stress behind the scenes: dead microphones, awkward lighting, or video files that refuse to play. In Southern California’s fast-moving event world, these AV issues are more common than you'd think—but they’re also 100% preventable.

At Gear Connection, we’ve seen what happens when AV is an afterthought—and how transformative it is when it’s handled right. Whether you're planning a corporate meeting, wedding, or high-stakes brand launch, avoiding these 10 mistakes can save your reputation (and your sanity).

Why These Audio-Visual Mistakes Still Happen

Even well-intentioned planners or venues run into AV trouble for one simple reason: they assume the tech will just work. But AV success doesn’t happen by accident. It takes proactive planning, experience, and collaboration between creative and technical teams.

When you're working with a live event production company, you're not just renting gear—you’re getting foresight, strategy, and backup systems that make everything feel seamless.

1. Skipping the Site Visit

Every venue has quirks—and you won’t see them in a floor plan.

Common issues we catch on walk-throughs include:

• Power sources hidden behind walls
• Poor Wi-Fi signals in ballrooms
• Ceiling obstructions for rigging lights
• Sound bounce from glass or metal surfaces

That’s why a site visit is a non-negotiable part of our full service event production process. Whether you're booking a rooftop venue in downtown LA or an open-air event in Laguna Beach, we adapt the setup to the space—before the first guest arrives.

2. Skipping a Full Soundcheck

We get it—you're tight on time. But skipping a full soundcheck is one of the biggest risks you can take.

Here’s what a soundcheck helps prevent:

• Feedback loops when presenters step up
• Unbalanced speaker zones
• Microphones that cut out mid-speech
• Dead spots for audience members

The Acoustical Society of America emphasizes that even small changes in room layout can impact sound dynamics. A complete test run ensures your audio/visual equipment rental performs flawlessly in context—not just in theory.

3. Ignoring the Venue’s Acoustics

In venues like historic hotels, industrial warehouses, or beachside tents, the sound environment can work against your AV setup.

We account for:

• Echo in marble-floored ballrooms
• Traffic noise at outdoor spaces
• Reverberation in high-ceilinged venues

Smart event production companies in Orange County tailor sound design to the space with specialized speakers, dampening panels, and directional mics to keep the audience focused on your message, not the venue's quirks.

4. Choosing the Wrong Microphones

The mic you choose depends on who’s using it, how they move, and how the room behaves.

Here’s a quick breakdown:

• Lavalier mics – Great for formal presentations, but they pick up ambient noise
• Handheld mics – Reliable for Q&As or panelists, but awkward if your speaker gestures a lot
• Headset mics – Perfect for dynamic speakers or performers who need to stay mobile

As a live event production company and corporate AV partner, Gear Connection helps match gear to your format, your venue, and your audience size.

5. Overcomplicating the Lighting Design

You don’t need a concert light show at your shareholder meeting—or worse, harsh lighting that washes out your keynote speaker’s face.

Common lighting pitfalls:

• Overusing flashing or colored lights in formal settings
• Forgetting ambient lighting for dining or networking spaces
• Poor placement that blinds speakers or photographers

Through our lighting equipment rental, we create layered, adaptive lighting that complements your vibe—whether you’re hosting an elegant gala or an immersive brand experience.

6. Forgetting Backup Plans

Even the most polished production needs a safety net.

Our AV backup plans include:

• Secondary mics and speakers
• Offline versions of all media
• Battery backups and redundant power feeds
• Emergency signal routing for video feeds

The  AVIXA Best Practices stress redundancy as a core principle of successful event production rental—especially for large-scale corporate or entertainment events.

7. Using Outdated Equipment

There’s nothing more frustrating than putting effort into an event only to have it marred by:

• Grainy projectors
• Lagging livestreams
• Crackling speakers

We regularly update our gear library to stay on the cutting edge of live event production. That includes 4K displays, hybrid-ready streaming kits, and clean wireless setups that let your team focus on the experience—not the tech.

8. Messy Cable Management

Aside from being a tripping hazard, tangled cables signal amateurism. If your guests can see the mess, that’s what they’ll remember.

Smart cabling strategies:

• Wireless where possible
• Covered runs for public-facing areas
• Neatly routed cables backstage
• Clear separation between AV, power, and data lines

If you're hiring event production companies in Los Angeles and nearby, expect clean setups that look as sharp as they sound.

9. Not Syncing AV with the Timeline

Good AV is invisible—but it’s working hard behind the scenes.

Without timeline alignment, you risk:

• Late video roll-ins
• Awkward pauses between segments
• Mistimed lighting or sound cues

We work directly with your planner or stage manager to build a show flow that connects AV to every beat—from opening remarks to closing credits.

10. Waiting Until the Last Minute for AV Planning

AV isn’t just another vendor—it’s what your whole event rides on. Last-minute planning leads to:

• Limited gear availability
• Rushed decisions
• No time to test and refine

Whether you're planning a 500-person fundraiser or a boutique brand launch, early collaboration with a live event production company gives you more creative and technical freedom.

Let’s Make Your AV Flawless

These mistakes are avoidable—and when you partner with pros who live and breathe live event production, the difference is obvious.

At Gear Connection, we specialize in:

• Seamless event production & equipment rentals with full design, delivery, and setup
• Smart AV solutions for Southern California’s most iconic venues
• Customized service for brands, agencies, and planners who need it done right

Ready to create an event that’s remembered for the experience—not the technical issues? Reach out to Gear Connection’s production team today and let’s build something exceptional—start to finish.