Audio visual services: what to know

What the job involves, what changes the price, and what to ask a pro.

What audio visual services is

An audio visual technician sets up and operates projectors, screens, sound and lighting for meetings, conferences and presentations, testing everything before guests arrive. The technician keeps the equipment working during the event, so the speakers and the audience do not have to manage it.

Signs you need it

  • You are holding a conference, a meeting or a training and need the slides, the sound and the screens to work on the day.
  • Your presenter needs help with microphones, a clicker or a second screen during a session.
  • You have an event with several rooms, and each one needs its own setup.
  • You want lighting or a sound system set up for a stage, a panel or a presentation.
  • Your current setup has audio feedback, dim screens or a projector that does not fit the room.
  • You need someone who can troubleshoot the equipment during the event.

What the pro does

  • Visits the room or reviews the plan to check the space, the power, the sightlines and the audience layout.
  • Agrees the setup with you, including the number of microphones, screens and the lighting needed.
  • Installs and tests the equipment before the guests arrive, checking the sound levels and the picture.
  • Runs the equipment during the event, adjusting the sound and the picture and watching for faults.
  • Packs down the equipment at the end, and reports any issues or damage.

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • Number of rooms, screens, projectors and microphones.
  • Length of the event and the number of setup and breakdown hours.
  • Whether a technician must be present for the whole event or only for set up.
  • Complexity of the lighting or the sound system.
  • Venue access, power supply and any extra cabling or rigging needed.
  • Lead time and whether the work is booked at short notice.

What a written quote should spell out

  • The rooms, screens, projectors and microphones covered.
  • The setup, testing and breakdown times included.
  • Whether a technician stays for the event and for how many hours.
  • Who supplies the equipment, and what happens if a piece fails.
  • Any power, rigging or cable work, and who is responsible for the venue's systems.

Questions to ask before you hire

  • Will the technician be present during the event, and for how long?
  • What happens if a projector or microphone fails during a session?
  • Can you test the setup at the venue before the day?
  • Who supplies the equipment, and what is its condition?
  • Do you need access to the room before the event?
  • Are you insured for work at the venue?

Red flags

  • Does not visit or ask about the room before quoting a complex setup.
  • Plans a rig, power or lighting work without checking the venue's rules and the electrical safety.
  • Will not explain what happens if equipment fails.
  • Asks for full payment before the setup plan and test are agreed.
  • Cannot show past event setups or describe its testing process.

What you can do yourself

A venue that has its own system can often be run by someone trained by the venue, using the controls and the instructions it provides. Hire an audio visual technician for any event with several rooms, a stage, lighting, complex sound or a live stream, and for any work that involves ceiling mounting, rigging or new power connections, since those can be dangerous without training.

Licenses and permits

Audio visual setup is not commonly licensed as a general business, so a license is usually not required for basic setup. Work that changes building wiring, adds new power circuits or rigs equipment overhead usually needs a licensed electrician or a qualified rigger, so check the requirements of your state or local licensing agency and of the venue before booking.

Audio visual services questions

Do I need a technician during the event, or only for setup?

It depends on the event. A technician can set up and leave a simple system running, but a live event with changing speakers, a stream or lighting usually benefits from someone on hand. Ask the technician what they recommend.

How early should the setup be done?

Allow time to install, test and fix problems before guests arrive. Ask the technician how long they need, and give them access to the room early enough to test it.

What if the venue already has equipment?

Ask the venue for its equipment list and any rules about its use. A technician can check the existing system and tell you what needs to be added.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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