8 Questions Your AV Team Wishes You'd Ask

You’ve hired an AV team, shared the event agenda, and scheduled the walk-through. So you’re good to go, right? Almost.

Even the best-laid plans can fall short if the communication between planners and AV partners doesn’t go beyond the basics. To deliver a smooth, high-impact event, your AV team needs more than a start time and a room layout. What they really want is for you to ask the right questions. Doing that will set both of your teams up for success.

Here are eight questions your AV team wishes you’d ask and why they matter.

1. What do you need from us before load-in?

Every event space is different, and every AV setup has its own set of logistics. Your AV team will likely need details like power availability, load-in access, rigging points, or floor plans with dimensions. Asking this question shows you understand that execution starts well before the doors open and helps prevent surprises on show day.

2. What’s the ideal amount of rehearsal time?

AV teams want your speakers and content to shine just as much as you do. Rehearsals give tech operators time to fine-tune cues, test media files, and solve issues before the audience shows up. Ask your AV partner how much time they need to run through everything properly, and build it into the schedule.

3. Are there any equipment limitations we should know about?

All gear doesn't do all things. If you’re expecting animated transitions, immersive lighting, or a 200-person livestream with audience Q&A, your AV team needs to know early in the process. Ask if there are any limitations based on the scope of your request—this opens up a transparent dialogue that helps prevent disappointment and allows for creative alternatives if needed.

4. Can you help us improve our run of show?

Your AV team is made up of experienced live event professionals who’ve seen what works and what doesn’t. Sharing your draft run of show and asking for feedback gives them the opportunity to spot potential risks or timing conflicts before they become problems. It also gives them the context they need to anticipate cues and transitions in real time.

5. What’s the backup plan if something goes wrong?

Even with perfect prep, unexpected issues can arise, such as mic feedback, file errors, power glitches. A great AV team will have contingency plans, but asking this question ensures they’ve thought through them and gives you peace of mind. It also shows you value risk management, not just aesthetics.

6. Is this the right mic setup for our format?

From panel discussions to Q&As to keynote presentations, different formats require different microphone strategies. Don’t just assume what worked at the last event will work for this one. Ask your AV partner what mic solution best supports your flow, whether that’s lavalier, handheld, push-to-talk, or a mix.

7. What can we do to make your job easier on show day?

This one might seem simple, but it’s also powerful. It opens the door for your AV crew to share things like access requests, contact lists, labeling tips for gear, or communication preferences. A little proactivity here can make your entire day feel more coordinated and collaborative.

8. Are there opportunities to enhance the attendee experience?

Your AV team knows how to create impact through lighting, sound, and visuals, often in ways that don’t require extra budget, just a little planning. Ask if there are ways to elevate key moments, reinforce branding, or surprise the audience. They may suggest something small that could make a big difference.

Better AV questions lead to better events.

At Moonrise AV, we’ve found that the most successful events happen when planners treat us like partners instead of vendors. Asking thoughtful questions early helps us build smarter strategies, avoid last-minute fixes, and deliver events that feel effortless both on stage and behind the scenes.