5 Signs You Need a Better AV Partner (and How to Choose the Right One)

Planning an event is a high-stakes endeavor. Whether it’s a corporate conference, a gala dinner, or a product launch, every detail matters—especially your audio visual setup. Yet too often, event planners find themselves dealing with unexpected technical issues, bloated budgets, and last-minute scrambles. What’s the root cause? More often than not, it’s the AV partner.

A great AV company can elevate your event, making your vision come to life seamlessly and stress-free. A bad one? Well, that’s where things can go seriously downhill. If any of the following signs sound familiar, it might be time to rethink your AV partnership.

1. Surprise fees are popping up.

You agreed to a quote weeks ago, but now you’re being told that extra equipment, setup hours, or “unexpected labor” will cost you more. Hidden fees are not just frustrating; they’re avoidable. A trustworthy AV partner should offer transparent, up-front pricing. You deserve to know exactly what you're paying for, with no last-minute additions or fine print surprises.

2. Your AV setup feels one-size-fits-all.

Every event is unique. So why does your AV plan feel like it was copied and pasted from the last job? If your current AV company isn’t asking questions about your vision, goals, and audience experience, they’re likely missing the mark. Custom-tailored AV solutions ensure that the technology enhances—not detracts from—your specific event.

3. Technical issues keep derailing your event.

Glitches happen. But they shouldn’t be the norm. If you’ve experienced unreliable execution, late setup times, or equipment malfunctions, it’s time to upgrade. A high-quality AV partner will offer reliable on-site support—and always have a backup plan in place. Your peace of mind should never hinge on a single cable or speaker.

4. You’re being told "no" too often.

Need to expand your event size? Add a livestream option? Incorporate interactive audience features? If your AV company is constantly limited in what they can deliver, that’s a red flag. The right partner should offer scalable solutions for events of all sizes, adapting to your changing needs and ambitions.

5. Communication feels like a chore.

You send an email, and three days later you get a reply. Or worse, you show up at the venue and your AV team is still figuring things out. Efficient communication, proactive check-ins, and clear timelines should be non-negotiables. You want a team that’s in sync with your planning process, not trailing behind.

How to choose the right AV partner:

When evaluating your next AV company, look beyond flashy gear and slick websites. Focus on these core qualities:

• Clarity: Are their proposals and pricing easy to understand?

• Customization: Do they tailor their solutions to your unique needs?

• Reliability: Can they show a track record of consistent execution?

• Scalability: Do they have the capacity to grow with your event?

• Communication: Do they make your life easier—or harder?

  
  

At Moonrise AV, we pride ourselves on checking every one of these boxes. From intimate gatherings to large-scale productions, we bring vision, professionalism, and peace of mind to every project.

Ready to make your next event effortless? Let’s find out if we’re the right fit. Submit an RFP—no cost, no pressure—and see how we can help bring your event to life.