10 Questions to Ask Before Hiring an AV Company for Your Event

Choosing the right AV company for your event is one of the most important decisions you’ll make in event planning. The AV partner you select directly impacts the technical quality, attendee experience, and overall success of your event.

The right questions help you distinguish between great AV companies and mediocre ones. Here are the 10 essential questions every event organiser should ask.

1. How Much Experience Do You Have With Events Similar to Mine?

Experience with your specific event type is crucial. Delivering a corporate conference is fundamentally different from a concert or a gala dinner. Look for a company that can share case studies and examples from events similar in scale and format to yours.

2. Can You Provide Recent Client References?

References are your best validation of actual delivery quality. Contact them and ask: Did the AV team deliver all promised services? How did they handle technical problems? Was communication clear? Would you hire them again?

3. What Equipment Do You Own Versus Outsource?

Companies that own professional-grade equipment maintain higher quality standards and can respond faster to issues. Companies that outsource for every job may work with inconsistent gear and lack deep familiarity with their equipment.

4. How Do You Handle Technical Problems During an Event?

Technical problems will occur. What matters is how quickly and smoothly they’re resolved. Look for companies that build redundancy into all critical systems — backup microphones, backup audio sources, backup internet connections, and backup equipment ready to deploy.

5. What Happens If Your Planned Solution Won’t Work?

Professional AV companies conduct thorough site surveys and immediately inform you of alternative solutions with trade-offs explained clearly if the original plan won’t work. They involve you in problem-solving rather than surprising you on event day.

6. What’s Included in Your Quote and What Costs Extra?

Vague or incomplete quotes hide hidden costs. Professional companies provide detailed, itemised quotes specifying exactly what’s included, what costs extra, and what contingencies might affect final pricing.

7. How Do You Handle Communication and Project Management?

Your AV partner should assign a dedicated project manager, provide clear timelines, send regular updates, and check in at key milestones before your event. You should have direct access to your contact via phone and email.

8. What’s Your Process for Site Surveys and Planning?

Detailed site surveys prevent costly surprises. A thorough assessment covers venue acoustics, power availability, internet connectivity, ceiling heights, sight lines, staging requirements, and environmental factors.

9. How Do You Price Equipment Failures or Major Changes?

Equipment failures should be the AV company’s responsibility. Ask about rush fees for last-minute changes (typically 20–30% additional within 2 weeks of your event) and ensure all policies are clear upfront.

10. Can You Show Examples of Your Work?

Professional companies can show videos from recent events demonstrating multi-camera production quality, lighting design, and streaming capability. Vague answers about their portfolio suggest limited depth and experience.

Red Flags to Watch For

• Hesitation to provide references — Satisfied clients are willing to be referenced
• Vague answers about technical capabilities — “We can figure it out” suggests lack of expertise
• No site survey mentioned — Skipping this step risks preventable problems
• Pressure to decide quickly — Professional companies respect your decision timeline
• Significantly lowest price bid — Often means cutting corners on equipment or staff quality
• Unwillingness to detail what’s included — Intentionally vague quotes hide costs

Ready to find the right AV partner? At Aart Production House, we’ve built our reputation on transparent communication, professional standards, and flawless execution. Let’s discuss your event.