The Dangers of Underestimating Your AV Needs

When it comes to event planning, AV often ends up tacked on after the venue is booked, the invites are sent, and the catering is finalized. But leaving it to the last minute and not properly assessing your needs can end up costing more than prioritizing AV in the first place. In fact, underestimating your AV needs can be one of the costliest mistakes you make.

Too often, we see events suffer because audio visual was treated as a line item instead of a foundational element. The result? Last-minute scrambles, blown budgets, missed moments, and a less-than-stellar experience for your guests. And while you might not notice the impact until day-of, the consequences can linger long after the lights go down.

Let’s break down the hidden costs of overlooking your AV requirements and how you can avoid them:

Last-minute rentals rack up costs.

You thought you’d only need two microphones until your panel grew from three to six speakers. Or maybe you realized too late that the venue’s projector doesn’t support HD content. Whatever the scenario, last-minute AV add-ons come at a premium.

When you underestimate your AV needs, you often end up scrambling for extra gear at the eleventh hour, usually at inflated rental rates and rushed delivery fees. Worse, your vendor may not even have what you need in stock, forcing you to settle for less-than-ideal solutions.

Setup time gets crunched.

AV isn't plug-and-play. Proper setup takes time, testing, and precision. If you’ve under-scoped your needs and only realize it during load-in, your AV team will be racing the clock to accommodate new requests and possibly cutting corners to stay on schedule.

This not only adds stress to your timeline, but it also increases the risk of technical issues during the event. What should’ve been a smooth setup turns into a fire drill.

Attendee experience is diminished.

Your audience doesn’t know your AV budget, but they will notice poor lighting, bad sound, or a slideshow that won’t load. When AV is underpowered, the impact is clear: Presentations fall flat, speakers can’t be heard, and energy in the room drops.

AV isn’t just a behind-the-scenes element. It’s what helps your message land. When your tech fails to support your goals, the entire event suffers.

You miss opportunities to maximize your content.

Did you plan to record your keynote? Stream your panel discussion? Capture attendee reactions for post-event marketing? These are powerful content opportunities. But if your AV needs weren’t clearly defined up front, those opportunities may be lost.

Failing to plan for capture and distribution is a hidden cost that steals future ROI. It’s a missed chance to repurpose your event into lasting, shareable assets.

Team and vendor relationships become strained.

Last-minute changes, rushed timelines, and unclear expectations create ripple effects across every vendor, speaker, and internal stakeholder involved in your event. This leads to confusion, frustration, and in some cases, extra labor costs or rebooking fees. All of which could have been avoided with a more thorough AV assessment in the early planning stages.

Get your AV needs right from the start.

Avoiding these pitfalls starts with bringing your AV partner into the conversation early. A trusted AV team will help you map out your needs, identify potential challenges, and scale your solution based on your goals and budget before you're in too deep.

At Moonrise AV, we help clients think ahead so they’re not caught off guard later. We ask the right questions, offer flexible packages, and provide honest guidance to make sure your event is prepared for success. Let's start that conversation now.

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