Avoid These Top 3 AV Mistakes for a Flawless Festival Experience

Planning a festival is exciting. But it’s also full of challenges, especially with audiovisual planning.

Small local events face these problems. Large music festivals do too. The key is avoiding common AV mistakes that can ruin your attendees’ experience.

We’ve worked on countless festivals. These are the top three mistakes we see organizers make with AV. Learn from other people’s errors so your festival runs smoothly.

Mistake #1: Changing Plans Without Telling Your AV Team

This is the biggest mistake festival organizers make. They change AV plans at the last minute. But they don’t talk to their AV partner first.

What gets changed:

• Stage layout adjustments
• Lighting scheme modifications
• Sound system setup alterations

Why it’s a problem: Any change affects the whole AV system. Everything connects together. When you change one thing, it impacts everything else.

What happens when you don’t communicate:

• Technical issues on event day
• Setup delays that stress everyone
• Poor experience for performers and guests

How to fix it: Talk to your AV partner about every change. Do this well before your event. Don’t wait until the last minute.

Your AV team knows how changes affect the technical setup. They can tell you if your idea will work. They can suggest better solutions.

Pro tip: Set up regular check-ins with your AV team during planning. Schedule them weekly as your event gets closer.

Mistake #2: Hiding Sponsor Banners Behind the Stage

Mobile stages come with banner packages. Most festival organizers waste this opportunity.

The common mistake: Placing sponsor banners at the back of the stage.

Why it doesn’t work:

• Band equipment covers the banners
• Performers block the view
• Lighting creates shadows on banners
• Audience can’t see sponsors clearly

What sponsors actually want: Maximum visibility for their investment. They paid good money to support your festival. They deserve prominent placement.

Better banner placement options:

• Side panels where crowds can see them
• Overhead rigging above the performance area
• Front-facing positions on stage extensions
• Creative solutions your AV team suggests

How to get it right: Work with your AV partner during planning. Walk through the venue together. Look at sightlines from the audience perspective.

Your AV team knows which spots get the most visibility. They can suggest placement that works for both sponsors and performers.

Bonus benefit: Happy sponsors are more likely to support future events. Good banner placement builds long-term partnerships.

Mistake #3: Putting Food Trucks Too Close to the Stage

Food trucks make festivals more fun. But their location can create serious problems.

The problem: Food truck generators compete with stage audio.

What happens when trucks are too close:

• Generator noise interferes with music
• Attendees can’t hear performances clearly
• Food truck operators can’t hear customer orders
• Everyone gets frustrated

The noise battle: Generators run constantly to power food truck equipment. Stage audio systems fight against this mechanical noise. Nobody wins.

Communication problems: Loud music makes it hard for food truck workers to take orders. Customers have to shout. Service gets slow and inefficient.

Smart food truck placement:

• Position trucks away from main stage areas
• Use natural barriers like trees or buildings to block noise
• Create designated food zones with their own atmosphere
• Test noise levels from both directions during setup

How to plan food truck locations: Visit your venue during the planning phase. Bring a sound meter if possible. Test generator noise levels at different distances.

Your AV team can help measure how far trucks need to be for clean audio. They understand sound travel and interference patterns.

Additional benefits of good placement:

• Creates natural traffic flow around your festival
• Gives attendees quiet spaces to eat and talk
• Reduces complaints from both sides
• Makes your festival feel more organized

How to Avoid These Mistakes

Start planning early. Don’t wait until the last minute to think about AV needs.

Communicate constantly. Keep your AV partner in the loop about every change and decision.

Visit your venue. Walk through the space with your AV team. Look at everything from the audience perspective.

Think like your attendees. What do they want to see and hear? Plan around their experience.

Consider all stakeholders. Performers, sponsors, food vendors, and attendees all have different needs. Balance them carefully.

Test everything. Don’t assume things will work. Check sound levels, banner visibility, and traffic flow before your event.

Ready to Plan a Flawless Festival?

At Cadence Studios, we’ve helped festivals across North Texas avoid these common mistakes. Our experienced team knows how to balance performer needs, sponsor visibility, and attendee experience.

We work with you from the planning phase through event day. Our goal is making your festival memorable for all the right reasons.

Contact us today to discuss your festival AV needs. Let’s create an unforgettable experience together.