5 AV Strategies That Take Stress Off Event Planners’ Plates

 In General

More Than Just Gear, It’s a Partnership

When you’re an Event Planner, you’re not just building a timeline — you’re orchestrating dozens of moving parts, client expectations, and guest experiences at once. Your reputation rests on everything coming together seamlessly. The last thing you need is to babysit your AV team.

That’s why so many planners told us that choosing the right AV partner extends beyond renting equipment to having a collaborator who takes problems off your plate, reduces stress, and helps you elevate the event without blowing the budget.

Based on conversations with Chicago’s top event planners, here are the behind-the-scenes AV insights that make their jobs easier.

1. Treat AV as an Extension of Your Planning Team

Event planners consistently told us that the best AV crews don’t wait to be managed, they integrate directly into the workflow. The best AV partners act like co-planners, taking ownership of technical execution so producers can focus on the client, the talent, and the big-picture vision. Instead of acting like a gear rental company, AV Chicago shows up as a co-producer: anticipating needs, translating ideas into reality, and ensuring no details fall through the cracks.

2. Count on Calm Adaptability When Plans Change

No event ever runs 100% as planned from the beginning. Visions evolve, timelines shift, layouts get adjusted, and clients ask for new ideas at the last minute. Planners said one of the biggest stress relievers is AV Chicago’s solutions-first approach (“here’s what we see and how we’ll fix it”) relieves pressure and keeps clients confident. From bringing in extra lighting when a hallway is too dark, to reconfiguring projection on-site when a room layout changes, the AV team calmly made it work, keeping both client and planner stress-free. 

3. Lean on Pre-Event Collaboration to Avoid Surprises

The best live events are won in pre-production. Planners appreciated AV Chicago’s early site visits, compliance checks, and rehearsals that prevented headaches later. Event planners praised AV Chicago’s investment in detailed pre-production planning: running cue-to-cue, flagging potential issues, suggesting enhancements, and aligning on the show’s creative flow. By engaging early, AV Chicago helps planners avoid oversights and build confidence that the live execution will match the plan.

4. Build Trust Through Consistency

Event planners mentioned how valuable it is to see familiar AV Chicago faces event after event. Many have been there: meeting a brand-new crew and wasting precious time explaining their needs. Having a consistent crew that knows their preferences, style, and quirks saves time and builds trust. That continuity means planners spend less energy managing vendors, and more time elevating the client experience.

5. Tap AV for Creative Solutions, Not Just Tech Fixes

Yes, the gear has to work, but planners loved it when AV partners contributed creative ideas. Invite your AV partner into creative conversations to tap into their deep technical expertise about what might be possible for your space. Whether brainstorming screen placement that doubles as décor or enhancing a fundraising event with real-time visuals, AV Chicago helps producers deliver experiences that wow clients and attendees alike without inflating budgets.

Quick Checklist for Planners

Before your next event, ask your AV partner:

  • How do you integrate into the planning process
  • How do you adapt when timelines, layouts, or client requests change at the last minute?
  • Can we schedule a thorough site visit and technical rehearsal in advance?
  • Will we have a consistent team on the day of the event who knows our preferences?
  • What creative or technical ideas do you have to enhance the guest experience without adding cost?

With AV Chicago, you’re gaining a trusted collaborator who understands the event planning process, thrives under pressure, and helps you deliver flawless experiences that keep clients coming back.That’s why so many planners told us: AV Chicago isn’t just an AV company, we’ve become part of their team.

Ready to take some stress off your plate?

See how AV Chicago partners with planners: https://avchicago.com/who-we-help/meeting-planners/