Choosing a conference AV company is mostly about working out, before you commit, whether they actually plan their work or simply turn up and hope. The good ones are easy to spot once you know what to listen for. Here is what to look for in a conference AV company in North Wales, from someone who has been on both sides of the brief.
Do they ask about the budget early?
Budget is not a conversation to have at the end. A company that does not ask about it early on is going to either underdeliver or overprice, and neither helps you.
The way I put it to clients is simple. If the budget is Wembley and we deliver McDonald’s, you will not be happy. If the budget is modest and we quote you Wembley, that is just as bad. A good conference AV company wants the real number early, because that is what lets the design and the quote actually match what you want.
Do they do a site visit and a proper plan?
If a company has worked in your venue before, they will often already have CAD plans for it. If they have not, they should want a site visit, or at least a proper assessment based on the scale of the event.
On a site visit, a good company is checking the things the venue spec sheet will not tell you: ceiling height, power provision, access routes, and crew parking. They will also want a floor plan, and if one does not exist, they should measure on site and build one. A company that skips all this is quoting blind.
Can they show you the room before the day?
This is the question that separates a modern AV company from the rest. Ask whether they can show you what the room will look like before you commit.
We produce a CAD plan for most conferences, and a 3D render for larger or more complex productions. You see the layout, the spacing, and the look before a single cable is run. A company that cannot show you any of this is asking you to take a risk you do not need to take. For more on why this matters, see our piece on how AV system design works.
Can they handle the whole day, not just one moment?
A conference is rarely one simple setup. There may be multiple sessions, back-to-back speakers, audience interaction tools, and tight changeovers.
A good company plans for the whole day. As an example, a multi-session conference might need far more microphones than the stage headcount suggests, because four sessions of four speakers running one after another can mean sixteen mics ready to go, with no time between them to change batteries. The company you want is the one already thinking about that before you have.
The mistakes a good company helps you avoid
The most common problems on conference days are not the AV company’s fault, they are planning gaps that the right company helps you close early.
The biggest is not allowing enough time for the build. Booking a room from 8am for a 9am start while also wanting a full custom set is asking the impossible. A proper setup takes time, and earlier venue access usually costs more, if it is even available. The second is not providing enough information early enough, which makes it very hard to plan, quote, or prepare the right kit.
A good conference AV company raises these with you gently and early, rather than letting them become a crisis on the morning. If you want the full pre-event run-through, our conference AV checklist covers it in detail.
Frequently asked questions
What should I look for in a conference AV company?
One that asks about budget and brief early, does a site visit when needed, and can show you a CAD plan or 3D render of your setup before the day.
Why does a conference AV company need to know my budget early?
Because budget shapes everything. Discussing it at the start means the design, the kit, and the quote all match what you actually want.
What is the most common mistake clients make?
Not allowing enough time for the build, and not providing enough information early. A good company helps you plan both realistically.
Should a conference AV company do a site visit?
If they have not worked in your venue before, yes, or a proper remote assessment for events further afield.
Planning a conference in North Wales?
We provide conference AV across North Wales, Chester, and the wider UK, with a design-led process that shows you the room before the day arrives.
Get in touch and we will work through it with you.
Darren Hughes is Director of Pivotal Sound & Lighting, an AV and event production company based in Llay, Wrexham, North Wales. PSL delivers conference and corporate AV for clients including Rolex, Google, and the Football Association of Wales.