5 Things Event Planners Should Know Before Calling an AV Provider

At Stratum, we love partnering with event planners to bring incredible experiences to life. But we’ve learned over the years that the earlier we're looped in—and the more prepared the call—the smoother everything goes.

Whether you’re planning a corporate conference, a gala, or a branded experience, here are five things you should have figured out before reaching out to your AV partner:

1. Know Your Event Goals and Audience Experience

Before you get into gear lists and tech specs, get clear on what you’re trying to achieve. Are you aiming for an inspiring keynote that sets the tone for a leadership retreat? Or are you creating a high-energy product launch with immersive visuals?

When we understand your desired outcome and the kind of experience you're trying to create for attendees, we can make smarter recommendations on everything from audio reinforcement to lighting design and scenic elements.

2. Have the Venue Details Locked In

This one’s big. The more we know about the venue, the better we can plan. Before calling your AV provider, make sure you have:

• The venue name and address

• Room dimensions and ceiling height

• Power availability

• Load-in and access info (Are there stairs? Loading docks? Freight elevators?)

• Any in-house AV rules or preferred vendors

If you’re still choosing between venues, your AV partner can help weigh the pros and cons from a production standpoint—but be ready with the shortlist.

3. Bring a Draft Agenda or Run of Show

Even a rough schedule helps a ton. Knowing how the event will flow—from setup to rehearsals to showtime and teardown—helps us plan equipment needs, crew hours, and key transitions.

Details like “We have a speaker starting at 9am, then a panel at 10, and we need a wireless mic for audience Q&A at 11” help us make sure you’re covered without overbuilding or scrambling onsite.

4. Understand Your Audience and Content Needs

How many people will attend? Will it be in-person only or hybrid? What are the presenters using—PowerPoint? Live video? Will there be any live music, demos, or performances?

Think through:

• Number of presenters on stage at once

• Whether they need confidence monitors, clickers, or teleprompters

• What kind of content will be shown, and on what screens

• Whether you’ll record or livestream the event

When we have these details early, we can build a tech setup that’s tailored to your event and audience.

5. Know Your Budget Range

We get it—budgets can be sensitive. But even a ballpark range helps us craft a solution that meets your goals without surprises.

Your AV provider can work with your priorities—do you want the best possible video, or is crystal-clear audio more important? Are you okay with scaling down certain elements if needed? A good partner will help you stretch your dollars for maximum impact.

To close, AV is more than just gear—it’s the backbone of your event experience. When planners come prepared, it allows us to focus on what we do best: bringing your vision to life with precision, creativity, and zero stress.

Need help thinking through your event's production needs? Reach out to Stratum—we’re happy to jump in early and guide you every step of the way.