10 Questions to Ask Your AV Partner Before Signing a Contract
- Moonrise Audio Visual
- 2 days ago
- 3 min read
Choosing the right AV partner can be the difference between an event that dazzles and one that flops. Your audiovisual team plays a critical role in shaping the atmosphere, message delivery, and overall experience for your audience and stakeholders. But with so many AV providers out there, how do you know who’s truly equipped to bring your vision to life?
The key lies in asking the right questions before committing to a contract. Use this checklist of key questions to ask in early conversations to ensure that your AV vendor is up to the task.
1. What’s included in your quote and what’s not?
Transparency is non-negotiable. A detailed quote should clearly outline all costs, including equipment, labor, setup/teardown, overtime, and contingency fees. Avoid surprise charges by asking for everything in writing up front.
2. Can you customize AV solutions for our event?
One-size-fits-all doesn’t cut it. Your event is unique, and your AV plan should be too. Ask how they tailor their approach to your specific venue, audience size, format, and goals.
3. What kind of events have you worked on?
Experience matters. Whether it’s a gala, a trade show, or a hybrid town hall, your AV partner should have a track record of events similar to yours. Ask for examples or case studies, and don’t be shy about requesting references.
4. What type of equipment do you use?
Outdated or low-grade gear can seriously undercut your event’s impact. So inquire about their inventory. Are they using professional-grade 4K projectors, LED walls, and high-fidelity audio systems? The quality of the equipment reflects directly on your brand.
5. Who will be on-site during my event?
It’s not just about the tech. It’s also about the team running it. Make sure experienced technicians and project managers will be present throughout your event, not just during the planning stage.
6. What are your backup plans in case something goes wrong?
Glitches happen, but your audience doesn’t have to know about them. A good AV partner will have redundancy plans for power, sound, and visuals. Ask what safeguards they have in place to ensure your event runs smoothly no matter what.
7. How do you support hybrid or virtual events?
If you're planning a virtual or hybrid component, don’t assume every AV company can handle it. Ask what platforms they use, how they manage livestreams, and what strategies they implement to engage both in-person and remote audiences.
8. What’s the timeline for setup and teardown?
Avoid event-day chaos by confirming how long setup and teardown will take, who will handle it, and whether those hours are included in your contract. Early access to the venue? Your vendor should be coordinating that too.
9. How do you handle last-minute changes?
Events evolve, sometimes rapidly. Ask how they handle last-minute program updates, speaker changes, or tech additions. You want a partner who stays flexible and solutions-focused under pressure.
10. How will we be communicating leading up to the event?
Clear, consistent communication is critical. Find out who your main point of contact will be, how often you’ll check in, and what happens if you have questions or updates outside of business hours.
Partner with confidence.
The best AV partners will anticipate these questions and be ready to answer them. At Moonrise AV, we believe in transparency, customization, and proactive support from day one. Whether you’re planning your first event or your 50th, we’re here to make it seamless, scalable, and unforgettable. Submit an RFP today to start the conversation.
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