How to Avoid the 5 Most Common AV Mistakes at Small and Large-Scale Events
Every event, whether it’s a 50-person luncheon or a 5,000-person conference, lives or dies by its production. The sound, the visuals, the lighting — they’re the glue that holds everything together. When they work, nobody thinks twice about them. When they don’t, it’s the only thing anyone remembers.
And here’s the kicker: most AV disasters aren’t random accidents. They’re preventable. They happen when something small gets overlooked, or when a team is so focused on one part of the event that another piece slips through the cracks.
After years of being behind the scenes, here are the five most common AV mistakes we see — and how to avoid them, no matter the size of your event.
1. Not Doing a Proper Sound Check
It sounds basic, but skipping or rushing sound check is one of the fastest ways to guarantee an awkward “Can you hear me in the back?” moment. Even small events can run into audio trouble if mics aren’t tested in the exact space and setup they’ll be used in. A rushed check often misses feedback issues, inconsistent volume levels, or dead spots in the room.
How to Avoid It: Always run a full sound check with every mic, in the actual room, with the people who will use them if possible. Have speakers talk at the volume they’ll actually use (no whispering), and walk the space to make sure every seat gets clear sound. If possible, go the extra mile and tune the PA system to the room’s acoustics — this minimizes feedback and ensures even coverage.
Uptown PRO TIP: We believe in coaching presenters on how to use the mic. It’s not just “hold it close” — we show them how to maintain consistent distance, speak clearly, and avoid covering the mic head with their hand. That small bit of guidance can make a huge difference in sound quality.
2. Forgetting About Sightlines
You can have the most beautiful stage design, but if half the room can’t see the screen or the speaker, you’ve lost them. This is just as common at small events as it is at large ones — projectors placed too low, podiums blocking panelists, or seating arranged without considering the view from the back.
How to Avoid It: Think like an attendee. Walk the space from multiple angles during setup and check that every seat has a clear view. Raise screens if needed, reposition podiums, and keep stage clutter to a minimum so nothing distracts from the speaker or the visuals.
Uptown PRO TIP: We often do a “back row test” before guests arrive. If we can’t clearly see and read everything from the farthest point in the room, we make adjustments — even if it means moving gear we just set up.
3. Underestimating Lighting
Lighting is often an afterthought at smaller events, but it can make or break the experience. Harsh, unflattering lighting can make a stage feel cold and distant. Too dim, and you lose both audience engagement and quality on camera. If a presenter is in shadow or overexposed, it’s distracting in the room and even worse for post-event footage.
How to Avoid It: Plan lighting for both in-person and video needs. Keep faces evenly lit without washing them out, create depth with background lighting, and adjust so no one is blinded in the front rows. Even a few well-placed fixtures can make a small event feel polished.
Uptown PRO TIP: We adjust lighting cues throughout the event instead of setting them once and forgetting them. The right lighting shift can quietly signal a transition, energize the room, or focus attention exactly where it needs to be.
4. Not Having a Backup Plan
Cables fail. Batteries die. Files get corrupted. It’s not a matter of if, it’s when. At large events, one failure can delay the program by minutes. At small events, it can completely derail the flow.
How to Avoid It: Always have backups — extra mics, spare cables, fully charged batteries, and a second laptop with the presentation loaded. Keep them close enough to swap quickly without stopping the program.
Uptown PRO TIP: We don’t just bring backup gear — we keep it prepped and tested so it’s ready instantly. And we often have a “hot spare” mic already live backstage, so if one dies, the replacement is in the speaker’s hand within seconds.
5. Ignoring the Flow of the Event
Great AV isn’t just about hitting cues — it’s about how the event moves from one moment to the next. Clunky transitions break the rhythm. Lighting that doesn’t match the mood can make moments feel flat. Even the best gear can’t save a program that feels disjointed.
How to Avoid It: Work through the entire run of show from the audience’s perspective. Where will the energy build? Where should it settle? How can AV cues guide people naturally through each shift? This thinking applies whether you have a single speaker and projector or a full-scale production.
Uptown PRO TIP: We treat AV like part of the storytelling. Our cues aren’t just technical — they’re timed to moments. That might mean letting music breathe a little longer to give a big announcement more impact or holding a lighting look for a beat so applause feels bigger.
Your Next Event, Done Right
Big or small, events are living, moving things. The difference between a smooth, professional experience and one that feels a little “off” is in the details you prepare for ahead of time. The good news? Most of these common mistakes are easy to avoid when you know to look for them. When AV is planned with intention, tested thoroughly, and backed by a team that knows how to adapt, the technology becomes almost invisible — in the best way possible. Attendees aren’t distracted by what’s going wrong; they’re fully immersed in what’s going right.
That’s the mark of a well-produced event: not the absence of challenges, but the ability to handle them so seamlessly that the audience never notices. If your AV team can deliver that, you’re not just avoiding mistakes — you’re creating the kind of experience people remember for all the right reasons.