Before you lock in a venue for your event, it’s worth asking a few key AV questions that can save you time, money, and last-minute surprises. Many venues offer in-house AV, but that doesn’t always mean it’s the right fit—or the only option. Knowing what to ask puts you in control and helps you plan better.
What’s Included in the Venue’s AV Package?
Start with the basics. Don’t assume everything you need is part of the venue rental. Ask what’s included in their standard AV setup. Some venues might offer a projector and screen, a few wired mics, and speakers. Others might only provide power outlets and expect you to bring the rest.
Get a list of equipment and services that are actually included. If something important is missing—like lighting or video switching—you’ll want to plan for that upfront.
Can I Bring in My Own AV Team?
This is a big one. Some venues push you to use their in-house AV provider. Others are more flexible. Ask if you’re allowed to bring in an outside AV team and if there are any restrictions or added fees for doing so. Some venues charge a “buyout” fee or tack on extra labor charges. If you already have a trusted AV partner, it’s worth finding a venue that gives you that freedom.
Is There Onsite Technical Support During the Event?
It’s one thing to set up the gear, but having someone on-site during the event can make all the difference. Ask if a technician will be present the whole time or only during setup. You don’t want to be the one scrambling to fix a mic or projector issue in the middle of a keynote. If support is available, ask if it’s included or billed hourly. That can add up quickly.
How Much Power Is Available—and Where?
Power isn’t something most people think about until they need more of it. Ask how many circuits are available in the room and where they’re located. For example, high-powered lighting or a full-stage setup might need more than a few standard outlets.
You’ll also want to know if access to power in certain parts of the room is limited, especially if you’re planning to spread out your equipment or have multiple zones for presentations.
What Are the Load-In and Load-Out Rules?
This one affects your schedule and your AV team’s ability to work efficiently. Ask when your team can start setting up and how long they have to pack out. Some venues only allow load-in during very specific windows, especially if they host multiple events in a day.
Also, check if there are loading docks, freight elevators, or parking access for the crew. These details help avoid headaches on the day of the event.
Are There Any Restrictions on AV Gear?
Some venues have sound level limits, especially in residential or shared spaces. Others might not allow haze machines, rigging from the ceiling, or large LED walls. Ask about these upfront so you’re not forced to make last-minute changes. If you’re planning anything out of the ordinary, run it by the venue early so you’re all on the same page.
Will I Have Access to the Wi-Fi Network?
It sounds simple, but this one’s often overlooked. If you’re planning any live streaming, video conferencing, or presentations that pull content from the cloud, stable internet is non-negotiable. Ask if the venue has a dedicated Wi-Fi network for events or if you’ll need to rent additional bandwidth. Public Wi-Fi isn’t always reliable.
Not sure if your venue can handle your AV plans? Our team at Crescent Events can help you make the call. Contact us today, and let’s help you move forward with confidence!
