AV Planning Doesn’t Have to Be a Wildcard

Written By Bluefox Production

Planning a corporate event comes with a long list of responsibilities. Between venue logistics, catering, speakers, and schedules, AV can sometimes feel like the wildcard. That’s especially true if it’s not something you deal with every day. 

But AV doesn’t have to be the part that catches you off guard.

We created a simple AV Guide to help planners like you get ahead of the curve. It’s not about becoming an AV expert overnight. It’s about knowing what questions to ask, what details to confirm, and how to avoid the common pitfalls that can derail your event.

Why AV Planning Matters Early

AV is one of the few elements that touches every part of your event. From the moment guests walk in, to the final speaker on stage, sound, lighting, and visuals shape the experience. When AV is planned late or overlooked, it often leads to rushed decisions, budget surprises, and missed opportunities.

Starting early gives you time to:

  • Understand what’s included in your venue’s AV package (and what’s not)

  • Compare bids with clarity

  • Build a realistic budget

  • Schedule site visits with your AV team

  • Plan for rehearsals and run-throughs

What’s Inside the AV Guide

This guide is built for planners who want to feel confident, not overwhelmed. Inside, you’ll find:

  • Key onsite considerations

  • What to look for when booking a venue

  • Commonly overlooked AV details that can cause last-minute stress 

It’s designed to be practical, not technical. You don’t need to know how to run a soundboard. You just need to know what to expect and how to prepare.

Who This Is For 

Whether you’re planning a 500-person conference or a small leadership retreat, this guide is for you. It’s especially helpful if:

  • You’re working with a new venue

  • You’re managing AV for the first time

  • You’ve had AV issues in past events and want to avoid repeat problems

You can grab the free AV Guide here. It’s a quick read, and it’ll save you time, stress, and budget headaches down the road. 

If you ever want to talk through your AV plan or get a second opinion, we’re here. At Bluefox Live Event Production, we’ve supported hundreds of corporate events with full AV setups. We know that good planning leads to better outcomes. Even if you’re just in the early stages, we’re happy to help.

Bluefox Production