Every event organiser thinks of making their event great and wants to be appreciated for their effort. But what if the plan does not go well? What if the AV team you have hired does not meet the quality? What if an unexpected problem occurs? Because of this, the idea of making your event successful can feel distant.
After all, planning an event is no small feat. It is one of the biggest challenges in getting the audio and visual just right. You do not want an unprofessionally planned event. Because the moment your audience walks in, they are judging the experience. Crackling mics, blurry visuals, or dim lighting can ruin the vibe in seconds.
Great AV makes your event memorable for all the right reasons. But even one small mistake can leave your guest frustrated, bored, or ready to leave early. But, these are avoidable with a little consideration. So, we will discuss the 12 biggest AV mistakes and how you can sidestep them. Overcoming the poor sound quality and outdated equipment, let’s make your event flawless, But let’s see the top 12 audio & visual mistakes you must avoid at your event first.
1. IGNORING AUDIO QUALITY
Bad audio is one of the quickest ways to lose your audience. People are there to listen to a speaker. But when they hear the static or muffled sounds, it puts them off, or they might leave frustrated.
Because lousy audio can ruin not only quality, but also the feel and impression of your event. And if the audio is too soft or loud, people will not hear the speakers or music. Result? They will tune out, or worst, they will leave.
So, it is better to invest in high-quality microphones, speakers, and sound systems. Make sure to test everything before the event. Check the sound quality and audibility of the front-row, mid, and last-row audience.
2. UNDERESTIMATING ROOM ACOUSTICS
Not to overlook the shape and size of the room. Room acoustics affect the sound quality. It is the room acoustics that decide your event’s feel and fate.
For example, a large, empty hall might make the sound echo. In contrast, a smaller room can cause the sound to be too direct and overwhelming. So, overlooking the acoustics can kill your events’ feel.
Always hire a professional AV team that assesses the venue’s acoustics. They may need to add soundproofing or adjust speaker placement to ensure the sound is clear throughout the room.
3. NOT HIRING A PROFESSIONAL AV TEAM
At a smaller level, DIY AV setups might seem like a good idea to save costs. But at a professional level, it is risky. Because such amateur setups have the power to make or break your event. And a slight error or technical glitch can risk you looking unprofessional in front of your audience.
It is better to hire a professional AV team to avoid such a situation. Make sure they are experienced in the type of event you are hosting. They know how to set up the equipment, troubleshoot problems, and ensure everything runs smoothly.
4. BAD LIGHTING CHOICES
Know that, lighting in your event sets the tone of an event. Lighting is not just about making the hall lit but balancing the visual equipment with the overall lighting. For example, if the light is too low, it can make your speaker look like a shadow or cause the audience to squint their eyes to see the presentation.
That’s why make wise choices about lighting. Use flattering lights for speakers and presenters. Ensure the stage and audience areas are lit well enough so everyone can see the presenter and presentation without effort. And do not forget about the ambience — the dynamic lighting for special moments.
5. NOT TESTING YOUR AV EQUIPMENT BEFOREHAND
It is okay for equipment to be faulty. But make sure it doesn’t embarrass you in front of an audience. Because you do not want to be that person who has to fix the technical issues during the event. And failure to test equipment beforehand is one of the top mistakes event planners make. Such technical glitches during events could be avoided with prior testing.
To avoid such an embarrassing moment, test all the AV equipment, be it a projector, sound system, speaker, or microphone. Check for consistency and fix any issues before your audience arrives.
6. OVERLOADING THE AV SYSTEM
Sometimes, overloading your audio-visual system can result in disaster. This often happens when too many speakers or devices are connected to a system without proper balancing. Consider balancing the audio and visual inputs. For your event, have extra sound mixer boards and video switchers that divide the load on the system.
The simplest solution is to connect devices to more than one AV system. Work with your AV provider to determine the right number of equipment for the size and scale of your event.
7. FORGETTING THE BACKUP PLANS
Another mistake is not preparing well for unforeseen situations. Anything can happen. Equipment can fail, or the venue’s electrical system could go down. If you don’t have a backup plan, you are more likely to panic than take action. This way, your event can be chaotic, which no one wishes for.
So, it is better to have a backup plan. Have spare cables, mics, and batteries on hand. Make sure the AV team knows how to troubleshoot problems on the fly.
8. USING POOR QUALITY VISUALS
Visuals, when good, make your event look great. But if they are not, your event will be a lesson for others. Because blurry or pixelated images, low-resolution videos, and poorly formatted slides can make your event look unprofessional.
To avoid killing your event’s feel and hype, ensure visuals are high-quality. Use 1080p or 4K resolution videos for displays. Invest in high-quality projectors, LED walls, or screens that show sharp and clear images.
Sometimes, the visual may look great on a smaller screen. But, the visuals fall apart when projected onto a large one.
9. NOT HAVING PROPER VIDEO PROJECTION
Bad projection is a common mistake in event planning. Sometimes, the visuals may look great on a smaller screen. But, they fall apart when projected onto a large one. Even the incorrect format and quality of videos and presentations can make your event fail. For example, the dimensions of the presentation look fine on the laptop screen. But it is hardly visible to the audience on a cutting-edge triple widescreen.
So, when getting a quote from the AV team, discuss the display size and communicate with your presenters beforehand. Also, ensure the projector is powerful enough for the room size. Consider using LED video walls for larger events, as they offer bright, clear visuals even in well-lit spaces.
10. FORGETTING THE AUDIENCE EXPERIENCE
Your AV setup should enhance your attendees’ experience, not just be functional. In many cases, event organisers get so caught up in making things work that they forget about the people experiencing the event. And among all the hassle, the event becomes more about “how it looks” than “how it feels to the audience.”
To avoid forgetting the audience experience, ensure the speakers and visuals are visible and audible from every angle. Use a floor plan to position screen and screen so no one is left out.
11. OVERCOMPLICATING THE EVENT SETUP
Setting the event is complicated, but overcomplicating it can overwhelm your audience. Remember, you don’t need flashy effects in a formal or official seminar or meeting. Remember the simplest setup, the best it is. Especially for smaller, intimate, or professional events, simple setups are great.
That’s why avoid overcrowding and making flamboyant setups. Keep things simple. Use AV equipment that fits the tone and size of your event. Focus on clarity and ease of use rather than cramming in unnecessary gadgets.
12. IGNORING THE LATEST TRENDS
AV technology is evolving every day. Ignoring the latest trends can leave your event looking outdated. In 2025, trends like immersive experiences, augmented reality (AR), and hybrid events (blending in-person and virtual) are expected to be spotlighted.
Stay up-to-date with the latest AV trends. Consider incorporating interactive tech like AR or live streaming your event for broader reach. Hybrid events are becoming increasingly popular. It allows people to attend virtually while experiencing the same content. So, make your event look technologically-driven, successful event in the town.
MAKE YOUR EVENT MEMORABLE
Audio and visual mistakes can make or break your event. By avoiding these 12 common pitfalls, you can create a with-remembering experience for attendees. Always invest in quality equipment, test everything, and keep your audience in mind. Your event will run smoothly with the right AV setup, leaving your guests with an unforgettable experience.
Contact EMS to make your event a great success.
