Nothing undermines a well-organised corporate event faster than a microphone that cuts out during a keynote speech or a screen that goes blank during the CEO's presentation. Audio-visual failures are the most visible failures at any event — and they're almost always preventable.
The cause is rarely the AV company being incompetent. It's usually an inadequate brief or a skipped soundcheck.
Start With the Space, Not the Equipment List
Before you talk to any AV vendor, understand the space you're working with:
Room dimensions. A long, narrow ballroom needs audio coverage at both ends. A square room is easier to fill. A room with a low ceiling creates different acoustic challenges than a high-ceilinged hall.
Existing infrastructure. Many hotel and conference venues have in-house AV infrastructure — fixed speakers, rigged screens, lighting rigs. Know what's already there before hiring equipment you don't need. Some venues require you to use their in-house AV team; others are open. Confirm this before hiring externally.
Screen visibility from every seat. In a typical banquet setup, roughly 30% of seats have a partially obstructed sightline to any single screen. If your presentation or video is critical, you may need multiple screens positioned around the room.
Ambient light. A room with full daylight through floor-to-ceiling windows requires a significantly higher-output projector than a windowless ballroom. Get this wrong and your slides are unreadable.
Background noise. Is there a kitchen adjacent to the room? A corridor with foot traffic? A function happening simultaneously next door? Acoustic bleed affects speech intelligibility.
The AV Brief: What to Include
Once you know the space, brief your AV vendor specifically. A professional AV company will ask for most of this — if they don't, consider that a signal.
Programme and run of show. When does each speaker go on? Are there video plays during the programme? Where does the product demo fit? The AV team needs to sequence their operation around your programme.
Number of microphones required. Panel discussions need individual lavaliers or a shared table microphone. A keynote speech needs a handheld or podium microphone. An awards ceremony where the host moves through the room needs a wireless handheld. Be specific about each moment.
Presentation requirements. Who is presenting? From where? Do they need a clicker? Is the presentation in PowerPoint, Keynote, Google Slides? Is there embedded video with audio? (Embedded video with audio is the most common source of unexpected failure — test it.)
Staging. Lectern position, stage dimensions if applicable, whether speakers need a confidence monitor (a screen facing the stage that shows the current slide so they don't have to turn around).
Lighting. Stage wash for speaker visibility in photos and video. House lights that can be dimmed during video playback. Spotlight if required. For formal dinners, lighting mood during reception vs. dinner vs. speeches may all differ.
Video. Is there a pre-event reel? A speaker intro video? An awards montage? Every video file should be delivered to the AV team at least 24 hours before the event in the exact format they request.
Soundcheck: Non-Negotiable
The soundcheck is not optional. It should happen at least two hours before guest arrival.
What to cover in the soundcheck:
- Test every microphone in the room (not just the podium — test the handheld, test the lapel if you're using one)
- Play every video file that will be used during the programme
- Advance through the full presentation (every slide — animations, embedded media, transitions)
- Test the audio balance from the back of the room, not just from the stage
- Test the confidence monitor display
- Test lighting cues if the room has automated lighting
The person who will operate the AV during the event should be present at the soundcheck. Not an assistant. Not a trainee. The operator.
Common AV Failures (and How to Prevent Them)
Microphone feedback during speeches
Usually caused by a microphone held too close to a speaker, or speakers positioned in the mic's pickup range. Fix: soundcheck with someone walking the stage as they would during the event. Identify dead zones and hot zones.
Laptop won't connect to the display
Usually an adapter issue (Mac users especially). Fix: every presenter should test their laptop on the actual cable/display system during soundcheck. Have a spare HDMI/USB-C adapter on-site.
Video plays without audio
Usually because the video has audio embedded in a format the playback software doesn't recognise, or the audio output is routed incorrectly. Fix: play every video file during soundcheck with someone standing at the back of the room confirming the audio is audible.
Microphone battery dies mid-event
Fix: fresh batteries in every wireless microphone before the event starts. Not batteries that were put in yesterday. New batteries, on the day.
Presentation file looks different on the venue screen
Fonts, embedded images, and slide ratios (16:9 vs. 4:3) can render differently on different systems. Fix: convert your presentation to PDF as a backup. Send the original file to the AV team in advance.
Using Vendor X for AV Procurement
Through TIKKIT X Vendor X, AV vendors in Pakistan can be browsed with verified event histories and organiser reviews — so you can see which companies have successfully delivered at events similar to yours before you make a booking.
Quote requests, event briefs, and invoice tracking for AV suppliers sit alongside your other vendor relationships in one dashboard — not in a separate email chain.
Quick Checklist — AV
- Space dimensions, existing infrastructure, ambient light assessed
- AV brief sent with programme, microphone requirements, presentation details, video files
- Lighting requirements specified (stage wash, house lights, spotlight)
- All video files delivered to AV team 24 hours before
- Soundcheck scheduled 2 hours before guest arrival
- All microphones and presentations tested during soundcheck
- AV operator confirmed for the event (not a substitute)
- Backup for laptop connectivity on-site (spare adapter, PDF backup of presentation)
- Fresh batteries in all wireless microphones on event day
FAQ
Should I use the venue's in-house AV or hire externally? Venue AV teams know their space well, which reduces setup complexity and the risk of logistical issues. External AV companies give you more control over equipment quality and staffing. For flagship events, external AV with a site visit is usually worth the premium. For routine internal events, in-house AV is often sufficient and simpler to coordinate.
How much does AV cost for a corporate event in Pakistan? A standard AV setup for a 150–300 person event (screens, projector or LED panel, PA system, microphones, lighting) ranges from PKR 80,000 to PKR 250,000 depending on equipment quality, company, and scope. Full staging with rigged lighting, LED backdrops, and multiple screens for flagship events can exceed PKR 500,000.
I'm running a hybrid event (in-person + virtual). What's different about the AV requirement? Significantly more complex. You'll need a separate audio feed for the online broadcast (not the room PA), a camera operator, streaming software, and someone monitoring the online attendee experience throughout. Budget 30–50% more than a standard in-room setup and require a separate technical brief for the virtual component.
Who should I have as an on-site AV contact during the event? One person from your team who understands the programme and can communicate changes to the AV operator in real time. Not the MD. Not the event MC. A dedicated logistics person who is available throughout and not distracted by other responsibilities.