Audiovisual (A/V) equipment failures can feel like every event planner's worst nightmare—they’re unpredictable, stressful, and can make you feel helpless. You don't understand the technology, so you can't fix the problem, but you’re still the one responsible for making sure the show goes off without a hitch. Sound familiar?
The truth is, these situations don’t have to derail your event. With the proper preparation and communication plan—and the support of an experienced, trusted production partner—the show can go on. And, in most cases, no one will notice that anything went awry.
The Most Common Types of A/V Failures
There are as many reasons for the A/V equipment to fail at an event as there are types of events. In general, however, the reasons fall into three main categories. Understanding the types of failure can help prevent them from happening.
Equipment failure: From mics to cameras, screens to switchers, countless components must interact seamlessly to provide a smooth event experience. If a single link in the chain goes down, it affects the entire system. Sometimes, it’s hard to quickly identify the exact point of failure and know how to rectify it in the moment.
Power interruption: All A/V equipment needs a consistent power source. If the venue loses power or an outlet or power strip stops working, the event goes dark. That's when access to a backup power source, like an independent generator, is critical.
Human error: No matter how often you rehearse with your speakers or moderators, you cannot predict what will happen when they're on stage. They may go off script, speak too long, or wrap up too quickly. Anything that affects the run-of-show timing has a ripple effect on the A/V cues for the remainder of the event.
3 Tips for Staying Ahead of A/V Mishaps
Allison Vecchione, a Stagedge account executive and a 20-year event planning veteran, offers three main tips for avoiding an A/V nightmare at your event.
1. Prepare and Practice 
According to Vecchione, finalizing the run-of-show as far in advance as possible is the biggest key to success. That allows ample time to plan for and practice precisely how things will run on the day of the event. Although last-minute changes to the script or presentation slides are inevitable, it's best to keep them to a minimum if you can't avoid them entirely.
In addition, it is possible to anticipate potential problems—especially if you’ve managed events before. Creating processes and checklists that anticipate human error can minimize the chance of things going wrong. For example, if a speaker gets set up with a live mic ahead of time and then wanders off for a private chat or a bio break, check that the mic is working before they go on stage. They might have removed the batteries to ensure privacy and then forgotten to put them back in.
Remember, events are a human experience—and all humans make mistakes. When a tech mishap happens, using a little humor to acknowledge it can go a long way to smooth things over.
Finalizing the run-of-show as far in advance as possible is the biggest key to success.
2. Establish a Clear Communication Plan - and Stick to It 
Before the event, make sure everyone staffing it knows the right person to contact during the show if something goes wrong—and that person should be the event producer. Like an orchestra conductor, the event producer knows which part everyone is playing and where they are during the event. The event producer will have a direct line of communication with the technical director, who can troubleshoot—and solve—any A/V issues that arise.
Remember, events are a human experience—and all humans make mistakes. When a tech mishap happens, using a little humor to acknowledge it can go a long way to smooth things over.
If necessary, the event communications plan should include protocols for alerting leadership and attendees about a significant delay caused by an A/V problem. Clear communication prevents confusion and builds trust, even in high-stakes situations.
3. Work With a "Trusted" Production Partner 
Let’s face it: “oh sh*t” moments happen. It's impossible to eliminate them all the time. But having a trusted production partner at your side is your number one defense in handling mishaps professionally and quickly when they do arise, says Vecchione.
A full-service production company like Stagedge has the expertise and experience to remain calm under pressure and respond nimbly and effectively to problems. Vecchione recalls a moment when the audio cut out during a live show. "Our technical director calmly swiveled in his chair, touched three things, and the audio immediately came back on,” recalls Vecchione. His depth of experience made the fix so seamless and fast that most attendees didn’t even notice. When A/V issues happen, that kind of expertise is paramount.
Having a trusted production partner at your side is your number one defense in handling mishaps professionally and quickly.
Even when the event venue has its own in-house A/V team, a trusted production partner is still a valuable asset. Stagedge sends a technical director to work alongside teams provided by a hotel or conference center. This technical director ensures that all the "i’s are dotted and t’s are crossed” during setup and rehearsals so that the event runs smoothly. And Stagedge always brings backup equipment and power sources that can be used in a pinch—and provide peace of mind.
How Experienced Is Your Partner? 
When an “oh sh**” moment happens, the ability to deal with it quickly and calmly requires deep expertise. How experienced is your event production partner? When looking for a company to partner with, ask about the number, size, and complexity of events they have managed in the past year. If the location of your event changes every year or is overseas, identifying a partner with a national or international network is essential.
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Stagedge: Creating Immersive Experiences for nearly 50 years is proud to be one of Boston's premier full-service event production companies dedicated to conceiving, creating, and executing immersive brand experiences through live, virtual & hybrid events, domestically, and worldwide. Learn more here, or read about other common event mistakes and how to avoid them in our related blog post, “Events Gone Wrong.”