How to take your conference's production (A/V) to the next level.

If you think A/V at a conference is all about big screens and flashy lights, you’re only seeing part of the story. Every seamless event has a production team working hard behind the scenes, pulling off details most attendees never notice.

We caught up with Westin Peckels, Marketing Manager at Clarity Experiences (one of our event production affiliate partners), to talk about what really makes an event feel polished and unforgettable. If you’re planning a corporate event and want your production to be more than "good enough," you’ll want to remember the tips below.

Quick summary.

Here’s what we’ll be covering in this article:

• Why it’s not about having the fanciest gear (it’s about how you use it)
• How bringing your A/V partner in early can save you time and money
• Common A/V mistakes to avoid (and how to stay a step ahead)
• A/V trends that are making conferences feel more exciting and connected
• Real-world stories where great production saved the day
• 3 ways to take your event production from "pretty good" to "seriously impressive"

Let’s get to it. 

It’s more than having the right event gear.

One of the biggest misconceptions planners have about A/V? That if you bring in fancy equipment, you’ll automatically have a top-tier show.

Westin put it plainly: "You can have all the best gear in the world, but if you don’t have the right people operating it, it’s going to be underutilized."

We’ve all seen it happen. Massive LED walls with a single static image or a perfectly tuned sound system that’s only being used for basic announcements. If you're only thinking about the gear, you're missing the bigger opportunity (creating an experience your attendees will actually feel).

A skilled A/V team knows how to use technology to build excitement and energy in the event room. It's less about what equipment you have and more about how you use it to shape the overall feel of your conference.

Why bringing A/V in early matters.

One of the biggest opportunities event planners miss is waiting too long to involve their A/V partner. According to Westin, bringing A/V in early can completely change the outcome of your event.

"When we start early, we can build a better show flow and really dial in how the event will run from cue to cue. All the operators are in sync, and it makes the show feel like an actual experience — not just a guy flipping a switch when someone steps onstage."

At Clarity Experiences, they often begin planning six months out for big conferences, working closely with the event planning team to iron out logistics, address potential issues, and create a shared foundation for success. The earlier the A/V team gets looped in, the more opportunity there is to smooth out details and avoid costly last-minute changes.

An early partnership also gives you access to your A/V team’s expertise right when you need it most (when you’re still shaping the big picture). That input can help you avoid common pitfalls and design a production that elevates the entire experience.

Curious what A/V really costs for a corporate event? Our article breaks it down so you know what to expect (and budget for).

Common mistakes (and how to avoid them).

When we asked Westin about the most common mistakes he sees in conference production, he didn’t hesitate: a lack of show flow planning.

Without a clear show flow, you risk creating a disjointed, awkward experience for attendees. It’s not enough to have a podium, a microphone, and a stage. You need to map out every transition, every lighting cue, every moment of energy and engagement.

Westin pointed out, "When you have a great show flow and everyone is in sync, the production value skyrockets. Even simple things like a VOG (voice of god) announcement before a keynote or a cool lighting effect when a speaker takes the stage make a huge difference."

Another frequent hiccup? Last-minute executive changes. Swapping speakers, adjusting sessions, or adding panels right before the event can throw off the A/V setup and put a dent in your budget.

Early communication and finalizing details ahead of time can save you both money and stress.

A/V trends you should be aware of.

Technology in A/V is opening up exciting new opportunities for planners who want their events to feel fresh and modern.

One trend Westin highlighted is the growing accessibility of LED technology. Transparent and curved LED screens are showing up in:

• Sponsor activations
• Entrance experiences
• Brand showcases throughout the event space

They add a powerful visual element without blowing the budget like they used to.

Another exciting development? AI-driven tools for live transcription. 

• A/V teams can capture live event content and summarize key takeaways after sessions wrap. This trend is only going to grow, adding real post-event value for attendees and organizers.

Of course, as Westin pointed out, “You can have access to all this cool stuff and still miss the mark if you’re not using it thoughtfully. That’s why working with A/V experts really matters.”

Real-life production saves.

Sometimes, the unexpected happens during an event. That's when a strong A/V team can be the difference between a panic moment and a professional save.

Westin shared a few stories from the trenches. One common situation? 

• Overcrowded general sessions. When planners realize too late that they’re at capacity, the A/V team can quickly set up overflow rooms, livestream the session, and make sure everyone still gets the experience they came for.
• Another high-stakes scenario: a major speaker can't attend in person. Thanks to quick thinking and a hybrid setup, the speaker can still deliver their keynote remotely, interact with the audience, and stay fully part of the event, without the whole agenda collapsing.

Both situations required good equipment and quick thinking. That’s why it’s important to partner with a calm, prepared team A/V who has the technical know-how to make quick adjustments under pressure.

How to take your A/V production from good to wow.

What should you focus on if you want to move your conference production from “good” to “impressive”? Here are Westin’s top three tips:

1. Plan early and lock things in.

Give yourself as much time as you can. Finalize your event design and A/V budget early, and make sure all expectations are aligned upfront. This helps you avoid surprises, last-minute scrambling, and costly fixes.

2. Maximize the tech you already have.

Technology isn’t something you tack on at the end. 

Work closely with your A/V partner and your creative team to weave your brand into every part of the production. That might mean custom visuals on your LED walls, engaging audio moments, or simply using better templates for your presentations. 

Details like walk-up music, lighting changes, and well-placed announcements can create a professional, energetic feel without breaking the bank.

3. Choose a partner, not a vendor. 

Find an A/V company that acts like an extension of your team. A partner who understands your goals, brings creative ideas to the table, and has your back when things get tricky. 

Real trust and collaboration between you and your production team can turn a standard conference into something people remember for years.

Conclusion.

Production can be one of the most powerful tools you have to shape the feel, energy, and success of your conference. But great production doesn’t happen by accident. It’s built through early planning, smart, creative decisions, and the right team behind the scenes.

Ready to plan your next event?

If you’re planning your next conference and want help making your vision a reality, we’d love to connect you with the right partners (and yes, Clarity is one of them!). Schedule a meeting with our team to make your next event an experience they’ll never forget.