Organising an Event? Book Your Technical Director at the Start
When you’re planning an event - whether it’s a wedding, a corporate conference, a fundraising gala or an awards night - there are a lot of moving parts. Venues, catering, styling, entertainment, guest lists, run sheets… it’s no wonder AV sometimes gets left to the last minute.
But here’s the thing: audio-visual touches every part of your event. From the microphone the MC holds, to the lighting that sets the mood and the screen that delivers a keynote, AV is the invisible backbone that can make or break the experience. If you bring in a Technical Director right at the start, you avoid last-minute scrambles and give your guests an event they’ll actually remember for the right reasons.
Why early AV planning matters:
Think about it:
- That emotional moment in a wedding ceremony relies on clear sound so every guest hears the vows.
- A corporate conference depends on presentations running seamlessly without awkward silences while someone hunts for the right cable.
- At a gala dinner, lighting, music, and visuals need to be in sync to create atmosphere and keep the evening flowing.
- A DJ or live band can only shine if the sound is balanced and the power supply is stable.
A Technical Director works alongside you from the very beginning to make sure all these elements are baked into your planning - not bolted on afterwards.
Common pitfalls when AV isn’t booked early
We’ve seen it all before…
The wrong venue choice: Looks beautiful, but low ceilings, echoing walls or poor rigging points make it a nightmare for sound and lighting.
Power and access issues: The caterers, band and AV gear are drawing from the same supply, and suddenly there are cables everywhere and finding power is impossible.
Too few microphones: A panel of five speakers with only one mic - cue awkward passing back and forth.
Unreliable clickers and screens: Presenters struggling on stage while slides freeze or the screen can’t be seen from the back row.
Distracted guests: Feedback squeals, patchy sound or badly lit staging all break the flow of the night and chip away at the audience’s enjoyment.
All of these could have been avoided if AV had been considered at the start!
What a Technical Director does at the start
Booking your Technical Director early means you’ve got an experienced partner on your side from day one. They’ll:
- Walk through potential venues with you to identify acoustic challenges and sightline issues.
- Advise on stage placement, lighting angles and screen positions to maximise guest experience.
- Match equipment to the event type - think elegant simplicity for weddings, scalable systems for conferences and dynamic lighting for awards nights.
- Work around other suppliers like caterers, stylists, photographers, videographers and entertainment providers to avoid conflicts and make sure everything runs smoothly.
- Flag potential risks early so they’re solved in planning, not mid-event.
The benefits of booking your event AV early
The payoff is bigger than you might think! Getting your AV team on board early leads to a better event in a number of ways:
- Smoother flow on the day: With AV planned from the start, everyone - from suppliers to venue staff, presenters, and DJs - knows what’s happening well before guests arrive. That preparation means fewer surprises and a seamless flow throughout the event.
- Locking in the right team: When you book early, you’re not just reserving gear - you’re making sure the right crew is there to run your event because the best technicians are booked fast! You’re more likely to get technicians who have experience with your venue and other suppliers. Early planning means you’ve got the people you want, ready to deliver on the day!
- Cost efficiency: Planning early avoids expensive last-minute hires or workarounds.
- Peace of mind: You know an expert has the technical side covered, so you can focus on guests and content.
- Memorable attendee experience: Smooth sound, clear visuals, great music and the right atmosphere all add up to an event your guests will rave about.
Don’t leave your event AV to chance!
An unforgettable event isn’t just about the food, décor or entertainment. It’s also about how it sounds, how it looks and how it feels to the people in the room. That’s why bringing a Technical Director in at the very start of your planning process is one of the smartest moves you can make.
Reach out today to book a consultation and let’s make sure your event is remembered for all the right reasons!