Why You Should Introduce Your AV Team to Your Other Vendors

You can hire the best vendors in the world, but your event only runs smoothly when they actually work together. And yet, one of the most commonly siloed vendors is the AV team.

AV professionals are often brought in late, handed a schedule, and expected to make it all work. But here’s the reality: AV touches almost every aspect of your event. If the lighting interferes with the catering team’s timing, if the entertainment doesn't sync with the show flow, or if no one tells AV where the power drops are, small miscommunications can spiral into bigger problems.

Here’s why introducing your AV team to the rest of your vendors early isn’t just helpful but ultimately essential. And how you can do it without adding extra complexity to your planning process.

AV is the silent backbone of the entire event.

Sound, lighting, video, power—these aren’t isolated functions. They influence, and are influenced by, nearly every other vendor on-site:

• Caterers need to know when the lights are dimming or when music cues begin so they can adjust service.

• Florists and décor teams need to understand lighting direction and rigging locations.

• Entertainers, DJs, and keynote speakers need to coordinate with AV for power, cueing, and playback.

• Venue staff need to sync with AV on timing for load-in, power access, and room transitions.

  
  

Even the run of show relies heavily on AV hitting cues that keep your timeline tight and your audience engaged. When these teams communicate directly, everyone works smarter—and you spend less time mediating.

The best time to introduce AV to your other vendors.

The earlier your AV team is in the loop, the better. Ideally, they’re part of the process before any production elements are locked in. Here are some key touchpoints:

• Site visits: Bringing AV to walkthroughs means they can flag power limitations, rigging issues, or acoustical challenges others may miss.

• Pre-event production meetings: Let AV hear the big picture, from the keynote timing to sponsor shoutouts, so they can prepare accordingly.

• Run-of-show reviews: AV can identify high-risk transitions or suggest tech-based efficiencies (like remote-triggered video playback or mic rotation strategies).
  

Even if you’re late in the process, connecting your AV team with your other vendors can still smooth out show-day friction.

How to facilitate the introductions.

You don’t need a formal vendor summit to make this work. A little structure goes a long way:

1. Share contact info.

Distribute a shared vendor contact sheet with names, roles, and preferred communication channels. Make it clear that AV is empowered to speak directly with other teams.

2. Create a shared schedule.

Centralize everything including show flow, load-in/load-out, sound checks, presentations, and meal service in one document or platform. AV needs to know when and where things are happening to plan accordingly.

3. Host a quick sync call.

Even a 20-minute virtual meeting can uncover timing conflicts, power needs, or staging overlaps before they become problems.

4. Encourage direct collaboration.

Let your team know they don’t have to go through you to coordinate. When vendors talk directly, things get done faster and with less risk of misinterpretation.

What happens when you don’t.

Picture this: the band arrives with their own sound tech, but there’s no splitter prepared. The venue dims the lights for ambiance right as the caterers begin service. A video plays with no sound because the presenter assumed “just plug it in” would work.

These are small breakdowns that could have been avoided with a single shared conversation.

A small step that makes a big impact.

Introducing your AV team to your other vendors is a key step towards creating a more cohesive event. It ensures everyone is operating from the same playbook, looking out for each other, and delivering on a shared vision. The result? A smoother run of show, a less stressed planning team, and an event that feels polished from start to finish.

Want help building a communication plan that connects your AV team with the rest of your vendors? We’re here for it.

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