Behind the Scenes: Top Tips for Working with AV Teams During Event Setup

The magic of a flawless event happens long before your first guest arrives. During those crucial setup hours, event planners and AV teams work together to transform empty spaces into memorable experiences. Yet this collaboration doesn’t always run smoothly—miscommunication, timing conflicts, and unclear expectations can turn setup day into a stress-filled scramble.

After years of working alongside event planners across North Texas, we’ve identified the strategies that make setup day productive, efficient, and surprisingly stress-free. Here’s how to build a partnership with your AV team that sets everyone up for success.

Understand the Setup Sequence

Professional AV installation follows a logical sequence that maximizes efficiency and safety. Understanding this flow helps you coordinate other activities without creating conflicts or delays.

Power and infrastructure come first. AV teams need to run cables, establish power distribution, and set up basic connectivity before other vendors begin decorating or arranging furniture. This foundational work often looks messy but provides the backbone for everything else.

Heavy equipment placement happens next. Speakers, screens, projectors, and staging elements require careful positioning and often involve ladders, lifts, or multiple team members. This phase works best when the space is relatively clear of other vendors.

Fine-tuning and testing conclude the technical setup. Sound checks, lighting adjustments, and equipment testing require quiet environments and clear sightlines. Schedule this phase when other vendors can take breaks or work in different areas.

Integration with decor represents the final collaboration between AV and other vendors. Cable management, equipment camouflage, and aesthetic adjustments happen best when both teams can work together without time pressure.

Communication is Your Secret Weapon

Designate a single point of contact from your team who can make decisions quickly during setup. AV teams frequently encounter situations that require immediate choices—equipment placement adjustments, power distribution changes, or timeline modifications. Having someone authorized to make these decisions prevents delays and keeps setup moving forward.

Establish communication protocols before setup day. Will you use radios, phone calls, or text messages? How will teams reach each other if problems arise? Clear communication channels prevent the frustrating game of telephone that often develops during busy setup periods.

Keep everyone informed about changes. If your timeline shifts, guest count changes, or program elements are modified, communicate these updates immediately. AV teams can often accommodate changes easily if they know about them early, but last-minute surprises create stress and potential problems.

Plan for the Practical Realities

Venue access affects everything about setup day. If load-in requires freight elevators, narrow doorways, or long carries from parking areas, factor this into your timeline. AV equipment is often heavy and bulky, requiring more time and effort to transport than other event elements.

Power requirements deserve special attention, particularly in older venues or outdoor locations. Discuss electrical needs during planning, and ensure your venue can support your AV requirements. Generator rentals or additional power distribution may be necessary, and these elements require advance planning.

Weather considerations apply even to indoor events. Rain affects load-in timing and equipment protection, while extreme temperatures can impact setup schedules and equipment performance. Have contingency plans ready for weather-related delays.

Respect the Expertise

Your AV team brings years of experience solving technical challenges and optimizing equipment performance. When they suggest equipment placement changes or timeline adjustments, they’re drawing on knowledge gained from hundreds of events. These recommendations usually prevent problems rather than create them.

Trust the testing process. Sound checks and equipment testing might seem time-consuming, but they prevent the technical failures that can derail your entire event. Allow adequate time for this crucial phase, and resist the urge to rush through it to accommodate other timeline pressures.

Be flexible about aesthetics during setup. Cable runs, equipment positioning, and staging elements often look rough during the installation process. AV teams typically handle aesthetic concerns during the final setup phases, so judge the final result rather than work-in-progress appearances.

Handle Changes Gracefully

Even the best-planned events encounter last-minute changes. Guest count fluctuations, program modifications, or venue restrictions discovered on setup day require quick thinking and flexibility from everyone involved.

Discuss change procedures in advance. How will additional equipment requests be handled? What approval is needed for timeline modifications? Who makes decisions about compromises when perfect solutions aren’t available? Establishing these protocols before setup day prevents confusion when changes arise.

Understand cost implications. Last-minute changes often involve additional labor, equipment, or timeline extensions. Discuss how these situations will be handled financially, so everyone understands the implications of change requests.

Focus on Safety First

Setup day involves heavy equipment, electrical work, and multiple teams working in the same space. Safety should always take priority over timeline pressures or aesthetic concerns.

Clear walkways and work areas. AV teams need safe access to equipment locations, and cluttered spaces create hazards for everyone. Coordinate with other vendors to maintain clear paths during setup activities.

Respect electrical safety requirements. AV teams follow specific protocols for power distribution and electrical connections. These procedures protect both equipment and people, so avoid pressure to cut corners or bypass safety measures.

Setting Everyone Up for Success

Great events result from great teamwork, and setup day represents the culmination of weeks of planning and coordination. When event planners and AV teams work together effectively, the result is more than just smooth technical execution—it’s the foundation for truly memorable experiences.

The investment in clear communication, realistic planning, and mutual respect during setup pays dividends throughout your event. Guests never see the behind-the-scenes coordination that makes everything work seamlessly, but they absolutely experience the results.

Your AV team is more than just a vendor—they’re partners in bringing your vision to life. By following these guidelines, you create the conditions for that partnership to thrive, resulting in events that exceed expectations and create lasting memories