10 Essential Questions to Ask When Choosing AV Services for Your Corporate Meeting

In the corporate world, every meeting and event is an opportunity to inform, inspire, and impress. Whether you’re hosting a leadership summit, an annual shareholder meeting, or a company-wide town hall, high-quality audio-visual (AV) production is critical to ensuring a seamless and professional experience.

Selecting the right AV provider can mean the difference between a meeting that runs smoothly and one plagued by technical difficulties. Before making a decision, here are 10 key questions to ask when sourcing AV services for your corporate event.

1. What experience do you have with corporate meetings and events?

Corporate events require a different level of professionalism than concerts or weddings. Your AV partner should have experience managing presentations, live-streaming executive keynotes, handling panel discussions, and supporting breakout sessions with high-quality sound and visuals.

2. What AV equipment do you provide, and is it owned or rented?

A shift is occurring in the AV space. More companies are investing heavily into equipment that meets consistent needs and cross renting rare use equipment. It's always good to have a conversation with your provider to understand their sourcing process and why they work the way they do.

3. Will there be on-site technical support throughout the event?

A corporate meeting is no place for AV mishaps. Whether it’s a microphone failure or a glitch in a remote presentation, having dedicated on-site technicians ensures any issue is resolved instantly, minimizing disruptions.

4. Can you work within our venue’s AV setup?

Many corporate meetings are held in hotels, conference centers, or company headquarters with existing AV infrastructure. Your provider should be able to integrate seamlessly with in-house equipment or offer enhancements where needed.

5. What backup solutions do you have in place?

Technology is never 100% fail-proof. Ask how they handle power outages, internet disruptions, or equipment malfunctions. A reliable AV partner should have backup microphones, projectors, and contingency plans for live-streaming failures.

6. How do you manage hybrid and virtual event components?

Many corporate events now include remote attendees. Your AV provider should be well-versed in hybrid event production, ensuring seamless video conferencing, high-quality audio for remote speakers, and interactive virtual engagement tools.

7. Can you accommodate last-minute changes or additional AV needs?

Corporate meetings are dynamic, and last-minute agenda changes are common. Your AV provider should be able to quickly adjust for additional presentations, changes in room setup, or added live-streaming requirements.

8. What is included in your pricing, and are there additional costs?

Budget transparency is crucial. Clarify whether setup, teardown, rehearsals, and additional technicians are included in the quote. Hidden fees can quickly inflate your AV budget.

9. Do you offer pre-event AV checks and rehearsals?

A technical rehearsal ensures that speakers are comfortable, presentations run without issues, and microphones function properly. Rehearsals can prevent embarrassing technical failures in high-stakes meetings.

10. How do you ensure that all attendees—both in-person and remote—receive a high-quality experience?

As a baseline a well-produced corporate event ensures every attendee can see, hear, and engage. Your AV provider should optimize audio levels for large ballrooms, ensure clear visuals on presentation screens, and provide seamless connectivity for virtual participants.

Partner with an AV Team That Understands Corporate Events

At Stratum, we specialize in high-end AV solutions for corporate meetings and events. From executive meetings to large-scale conferences, we provide seamless, stress-free AV production that ensures your event makes an impact.

Ready to elevate your next corporate event? Contact us today to discuss how we can support your meeting’s AV needs.