Don’t Panic—Here’s When an AV Interruption Is the Right Move

As an event planner, you’re juggling speakers, catering, timing, and a dozen other moving parts. The last thing you want is a tech running onto the stage mid-program. But there are some situations in which it’s absolutely necessary.

Your AV team’s job is to stay behind the scenes, make everything feel effortless, and let your show run smoothly without distractions. But when things go wrong or safety is at stake you want your AV partner to know exactly when to step in and how to do it without creating chaos.

Let’s walk through the scenarios where an AV interruption is not only justified, but smart. And more importantly, how to build a plan with your AV team before showtime, so you’re never caught off guard.

Safety always comes first.

This one is black and white. If there’s a safety issue on stage, such as a loose cable, overheating light fixture, or someone at risk of tripping over gear, your AV team should and will stop the program and act immediately.

It’s not about protocol or production values in these moments. Make sure your team knows in advance that you support immediate action when safety is involved, and that you're aligned on how to handle it smoothly.

Total tech failure? Let them fix it fast.

If no one can hear the speaker, the screen is black, or the microphone goes dead, there’s no point pretending everything’s fine. Your audience is already disengaged, and the speaker is likely flustered.

Give your AV team permission in advance to act quickly when a major failure happens—whether that means swapping a mic mid-speech, rebooting a projector, or pausing the program briefly to reset. These interruptions feel awkward in the moment, but they often prevent a much bigger disruption.

If your speaker’s struggling with tech, a discreet rescue can help.

You’ve probably seen it: a keynote fumbling with the clicker, waiting for the wrong slide, or clearly unsure if the mic is working. In moments like these, a discreet, well-timed assist from the AV team can restore momentum without pulling focus.

Talk with your tech crew ahead of time about these kinds of soft-intervention scenarios. Would you rather they wait for your signal? Should they stand by side stage with backups just in case? Planning for the “what if” makes everyone more confident.

Minor glitches? Let them troubleshoot in the background.

Here’s where experience and judgment matter. If there’s a quick screen flicker, a slight buzz in the speaker, or a lighting cue that’s a second off, the audience probably won’t notice and your AV team won't panic.

These aren’t reasons to stop the show. In fact, trying to fix something that isn't really broken can become more distracting than the issue itself. Trust your AV team to make that call, and work out a communication plan for if something escalates.

Set your AV interruption escalation rules before the event.

The best way to avoid on-stage surprises is to decide ahead of time:

• What kinds of issues warrant an interruption?

• Who on your team gives the green light to pause the program?

• What’s the backup plan if timing gets thrown off?

  
  

Have this conversation during your production meeting or site walk. Make sure the AV lead understands your preferences, your priorities, and the run-of-show rhythm. The more they know, the more they can support you in the moment.

Get on the same page from Day One.

We don’t see our role as just “tech support" at Moonrise AV. We’re part of your show team. Before event day, we walk through your run of show with you, talk through potential failure points, and make a clear plan for how to handle the unexpected together. That means if something goes off-script, your AV team isn’t guessing whether to step in or stay silent. We already know your preferences, your priorities, and how to keep things moving without creating distractions. You're never left on your own, and no decision is made in a vacuum. That’s how we help planners stay calm, look confident, and keep the show on track—no matter what happens.

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