Insider AV Tactics for Chicago Event Producers

Backup Plans, Bold Ideas, and Calm Under Pressure

Event producers already know how to build a run-of-show and call cues. What separates the good from the unforgettable isn’t the script, it’s what happens when things change at the last minute – the fire marshal flags your floor plan, the keynote runs long, or the power blinks out mid-speech.

We spoke with some of Chicago’s top event producers about the AV partnerships that kept their shows bulletproof. Their takeaways? The best AV teams are more than button-pushers, they’re creative co-pilots, risk-managers, and calm problem-solvers who make producers look good when the spotlight is hottest.

Here’s the inside playbook!

Creative Co-Pilot, Not Order Taker

The producers we spoke with were clear: they don’t need someone to just check boxes on a tech list. Experienced producers told us their favorite AV teams are those who join the creative process early to help shape the vision. They want collaborators who start with “what if?” instead of “that’s not possible.”

That collaboration often leads to unexpected wins: suggesting design moves that completely shifted the feel of a space without blowing budgets, vertical LED towers that transformed a tired venue, textured lighting and Gobos that set a mood before guests even noticed the décor, or rear-projection screens positioned so cleverly that they doubled as décor and eliminated the need for extra rentals.

Takeaway: The right AV partner doesn’t just execute, they elevate the experience.

Risk Prevention Is Part of the Show

Fire marshal compliance, rigging safety, and power distribution layouts may not be glamorous, but producers know how critical they are. One late discovery or blocked exit can derail an entire show. The strongest AV partners are proactive about these details by conducting thorough site inspections, coordinating with venues and inspectors, and flagging potential issues early.

As one producer put it: “Guests don’t know who’s responsible. They only know if something fails, and it reflects on the producer.”

Takeaway: Behind-the-scenes diligence is just as important as what happens on stage.

Calm in the Trenches

In live production, the unexpected is part of the job, but producers need AV teams they trust to stay steady and adapt to changes. Timelines shift, speakers run long, and the plan evolves in real time. The producers we spoke with all echoed the same sentiment: when the unexpected happens, they want a team that stays steady. 

One event producer described it best, “The fluidity of the moment is where the magic happens.”

Whether it’s extending sound into an unplanned cocktail space last minute or a mid-event vibe shift achieved with lighting and music, that calm, solutions-first approach keeps everyone focused on the experience, not the chaos.

Takeaway: Gear can be rented anywhere. Poise under pressure is priceless, and what makes a partner invaluable.

Backup on Backup — Without Nickel-and-Diming

Every producer fears the nightmare scenario: a power loss, a failed projector, or a key mic that won’t fire. The best AV partners don’t just prepare backups — they bring backup on backup.

The difference between panic and composure is preparation.

In one Miami event, a sudden brownout didn’t derail the show because AV Chicago had redundancies in place. They shifted to battery power and hotspots without missing a beat. Importantly, clients noted that this “extra gear” wasn’t used as a post-show invoice surprise, it was simply part of being prepared.

This same philosophy drives AV Chicago’s All-In pricing model with no surprise charges or itemized add-ons after the fact. It’s about building confidence through preparation and transparency.

Takeaway: Redundancy builds trust when failure isn’t an option.

Client Experience Is the Real Success Metric

Producers were quick to point out that a “successful event” isn’t measured only by applause at the end. It’s whether the process felt smooth, respectful, and human for the producer, client, and crew from start to finish. A standing ovation doesn’t mean as much if the process to get there was miserable.

“If the client feels burned out by a partner, even a flashy event is not a successful event,” one producer explained. That’s why they valued AV partners who communicated clearly, followed up after the show, and made them feel like a priority even with last-minute notice.

Takeaway: In production, experience is as much about the journey as the final cue.

Freshness Without Breaking Budgets

Producers also emphasized the importance of keeping repeat venues fresh. The strongest AV teams help spark that creativity by introducing fresh techniques or technologies. Small but impactful touches with new lighting textures, creative projection angles, or vertical LED installations can give familiar rooms new life.

Staying updated on new technology helped producers reimagine their spaces without starting from scratch. Those small changes often have a big impact on the guest experience, without requiring a major spend.

Takeaway: Innovation doesn’t always mean spending more — it means spending smarter.

Checklist: AV Questions Every Producer Should Ask 

Before your next show, take 5 minutes to walk through these key questions with your AV partner:

• Can we schedule a detailed site walk and run-through well before load-in?
  Early planning prevents surprises and ensures alignment with venue and fire marshal requirements.
  
• What’s your contingency plan?
  Ask how they handle last-minute  power, Wi-Fi, or equipment issues so you know they’re prepared for the unexpected.
  
• Which team members will be on-site, and have they worked together on similar events?
  Vet chemistry as carefully as equipment.
  
• How do you structure pricing?
  Look for transparency in how your AV partner builds quotes. Predictable, all-inclusive pricing models, like AV Chicago’s All-In pricing packages, make it easier to budget confidently and avoid surprise add-ons later.
  
• How do you handle last-minute content or layout changes?
  Ensure they have processes to adapt quickly and effectively under pressure.

For event producers, the right AV partner is more than a vendor. They’re an extension of your team, anticipating what you need before you ask, solving problems before they become visible, and making your vision shine under pressure.

That’s the Show Ready standard we hold ourselves to on every show.

Planning a high-stakes program in Chicago or beyond? 

AV Chicago’s producer-first approach keeps your vision intact and your stress low. Explore AV solutions for event producers at https://avchicago.com/who-we-help/event-producers/