7 Questions You MUST Ask Your Venue About Their AV Capabilities

You've found the perfect venue: great location, beautiful space, and just the right vibe for your event. But before you sign on the dotted line, there’s one critical area you can’t afford to overlook: their AV capabilities.

It’s easy to assume a venue “comes with AV” or that your AV provider can simply make things work, but the truth is, not all spaces are equally equipped, and some limitations could cost you time, money, or quality later on.

To avoid surprises, here are seven essential questions to ask your venue before you lock in your event.

1. What AV equipment is included in the rental?

Start with the basics. Does the venue offer in-house AV? If so, what exactly is included? Some venues may offer projectors, screens, mics, and speakers, but not all gear is created equal. Clarify whether equipment is up to date, what condition it’s in, and whether you’ll need to supplement with rentals.

Also, ask if there are additional costs to use in-house gear. “Included” doesn’t always mean “free.”

2. Do you have preferred or exclusive AV vendors?

Some venues require you to use their in-house AV team or charge extra if you bring in your own. Others may have a preferred partner list but allow outside vendors.

Understanding these policies up front can affect your budget, flexibility, and overall experience. If exclusivity applies, ask for references and examples of past events so you can assess whether their AV team fits your needs.

3. What are the power and load-in AV capabilities?

Power is one of the most overlooked (yet most important) factors in AV planning. Ask your venue what kind of power access is available, how many dedicated circuits exist, and whether there’s a backup solution if something goes wrong.

Also, check if there’s easy access for load-in/load-out, especially for events requiring large gear like LED walls or trusses. Tight doorways, stairs, or long carry distances can slow down setup and increase labor costs.

4. What’s the internet situation?

If your event includes livestreaming, virtual components, or any kind of interactive tech, you’ll need strong, stable internet. Ask the venue about Wi-Fi speed, bandwidth, and whether you can reserve a dedicated line for AV use.

And yes, always confirm if there are extra fees for higher-speed access. It’s not uncommon for venues to charge a premium for streaming-level bandwidth, which is why finding a provider with portable high-speed wireless internet may be a big cost saver.

5. What are the acoustics like?

Just because a venue looks great doesn’t mean it sounds great. High ceilings, concrete walls, and open layouts can wreak havoc on audio clarity.

Ask if they’ve hosted similar events before and whether they’ve had any acoustic challenges. If possible, walk the space with your AV provider to evaluate what adjustments might be needed, such as additional speakers, sound dampening, or specific mic choices.

6. Is there rigging or mounting available for lighting and displays?

If your event includes stage lighting, hanging projectors, or overhead signage, you’ll need to know what the venue can physically support. Some spaces offer rigging points or truss systems; others have strict restrictions due to ceiling height, structure, or aesthetics.

Knowing this in advance helps you design smarter and avoid rework down the line.

7. When can AV load-in and setup begin?

This one’s big. Does the venue allow day-before setup, or will your AV team only have access on the morning of the event? Tight setup windows can limit rehearsal time, cause stress, or even risk delays.

Clarify access hours, restrictions, and whether early access comes with a fee.

The bottom line: ask early, plan smarter.

The earlier you ask these questions, the better prepared you’ll be to design a seamless AV experience. At Moonrise AV, we work directly with venues to troubleshoot in advance, recommend solutions, and make sure there are no surprises when it’s go-time. Submit an RFP today at no cost and find out how we can help make the process as smooth as possible.