What Your AV Partner Really Needs to Know About Your Event

You’ve chosen your AV partner (we hope you picked us!)- now comes the fun part—working together to bring your vision to life. With more than 16 years of supporting events across North Texas, we’ve learned that the best productions happen when event planners and AV professionals truly collaborate from day one.

Great events aren’t just about having the right equipment. They’re about understanding your goals, anticipating your challenges, and creating seamless experiences that make you look like a hero. Here’s what we need to know to make that happen.

Your Content Is Our Blueprint

Tell us everything that’s happening during your event. Seriously—everything.

Got an MC who loves to roam the audience? We need wireless systems with extended range. Is your keynote speaker showing a video with audio? We’ll design sound routing that makes those transitions seamless. Planning background music during cocktails? We’ll set levels that enhance conversation instead of drowning it out.

At Cadence Studios, we’ve worked with everything from intimate board presentations to multi-stage festivals. A jazz trio needs different acoustics than a five-piece rock band. A nonprofit testimonial video requires different emotional impact than corporate training footage

Presentations: The Devil’s in the Details

Your speakers are experts in their fields—but they might not know that their presentation format can make or break the technical execution.

Aspect ratio matters more than you think. Those old 4:3 square presentations look stretched and unprofessional on modern widescreen displays. We help speakers convert to 16:9 format so their content looks sharp and current.

Font compatibility prevents disasters. That custom corporate font might not exist on our playback systems. We test everything in advance and install necessary fonts so your branding stays consistent.

Video integration requires planning. Embedded videos work reliably. Internet-linked videos? Not so much. We’ve seen too many presentations derailed by spotty venue Wi-Fi. Our team tests all media elements before your event and has backup solutions ready.

Audio Content Requires Special Attention

Video with audio, separate music tracks, or multimedia presentations need advance testing. We don’t just check that they play—we ensure audio levels match speech levels, transitions sound smooth, and backup systems are ready if something goes wrong.

Real example: We recently supported a nonprofit gala where the impact video’s audio was recorded much quieter than the live speakers. During our advance testing, we normalized all audio levels so the emotional impact hit exactly right. The audience heard every word clearly, and donations exceeded the organization’s goals.

The Venue Conversation

Every venue has quirks –we’ve written a separate blog about that. Historic buildings have electrical limitations. Hotel ballrooms have noise restrictions. Outdoor spaces have weather variables.

We scout venues in advance, often with the event planner, to identify opportunities and challenges. That gorgeous historic venue might need additional power distribution. The modern conference center might have perfect infrastructure but terrible acoustics for your program style.

This is where our expertise pays off. We’ve worked in hundreds of venues across the region. We have a good idea of which hotels have reliable internet, which historic venues allow rigging, and which outdoor spaces need generator backup. This local knowledge prevents surprises and ensures smooth productions.

Budget Conversations Help Everyone

Honest budget discussions help us recommend solutions that deliver maximum impact within your constraints. We’ve learned to work creatively within all sizes of  budgets while still delivering professional results.

Sometimes a simple equipment swap delivers better results for less money. Sometimes investing in one premium element—like crystal-clear audio—makes more impact than spreading budget across multiple average components.

We’re not here to sell you the most expensive option. We’re here to recommend solutions that achieve your goals effectively and fit your financial reality.

Building Partnerships That Last

The best AV collaborations develop over multiple events. We learn your organization’s style, anticipate your needs, and suggest improvements based on our growing understanding of your goals.

Many of our longest client relationships started with single events and grew into comprehensive partnerships. We become extension of your team—understanding your brand, knowing your key stakeholders, and consistently delivering results that exceed expectations.

Ready to Collaborate?

Great events happen when experienced AV professionals work closely with thoughtful event planners. We bring 16 years of North Texas experience, family-owned business values, and genuine commitment to your success.

Let’s talk about your next event. We’re ready to listen, plan, and deliver the technical excellence that brings your vision to life.