Corporate events are different from parties. The goal is not “fun,” it’s clarity. People need to hear speakers, see slides, and move through the agenda without awkward pauses.

When AV goes wrong at a corporate event, it doesn’t just annoy people, it makes the company look disorganised. The good news is most problems are predictable and easy to avoid if you plan properly.

Below are the most common mistakes we see at corporate events, and how to fix them before they happen.

1) Assuming the venue’s AV will “just work”

A lot of planners assume the in-house AV team has everything covered. Sometimes they do. Often they don’t, or the gear is limited, or it costs more than expected.

How to avoid it:

• Ask for a full list of what the venue provides, including microphones, speakers, screens, and cables.
• Confirm whether they provide an operator, or if it’s “here’s the remote, good luck.”
• If the event matters, bring your own setup or have a dedicated AV team responsible for the whole thing.

2) Skipping the site visit

Floor plans don’t show you the awkward stuff, power outlets in the wrong places, pillars blocking screens, or a noisy bar right next to the stage.

How to avoid it:

• If you can, do a walk-through.
• If you can’t, ask for photos and a quick call with the venue to confirm layout, power, and restrictions.
• Confirm ceiling height if you’re using lighting stands or truss.

3) Not doing a real soundcheck

A quick “mic check, one two” is not a soundcheck. A real soundcheck tests the room, the volume levels, and what it sounds like from the back.

How to avoid it:

• Test speech audio from multiple points in the room.
• Check for feedback when presenters move closer to speakers.
• If there’s a panel session, test multiple microphones at once.

4) Choosing the wrong microphones

The wrong mic choice causes half of corporate AV issues.

Common problems:

• lapel mics rubbing on clothing
• handheld mics being passed around with no disinfecting or instruction
• wireless mics cutting out because of weak batteries or interference

How to avoid it:

• For keynote speakers who move, use a headset mic or a well-placed lavalier with proper placement.
• For Q&A, use handheld mics, and have someone running them to the audience.
• Always keep spare batteries and a backup mic ready.

5) Letting speakers show up with untested slide decks

People bring 4K videos embedded in PowerPoint, weird fonts, or a last-minute Google Slides link that won’t load.

How to avoid it:

• Ask speakers to submit files at least 48 hours before.
• Standardise on 16:9 widescreen.
• Export a PDF backup for every deck.
• Bring an offline copy of every video file, not just a link.

6) Relying on venue Wi-Fi for anything important

This is how live demos fail, videos buffer, and hybrid calls lag.

How to avoid it:

• If you must stream or run a live demo, use a dedicated connection, ideally hardwired.
• Have offline alternatives ready, recorded demo, downloaded video, or screenshots.

7) Underestimating setup time

Corporate planners pack agendas tightly. AV needs breathing room.

How to avoid it:

• Build time for load-in, setup, and testing.
• If guests arrive at 9:00, you don’t start building at 8:30.
• If you have multiple speakers, do a full run-through of mic handovers and video cues.

8) Bad screen placement

If people can’t see the slides, they mentally check out.

How to avoid it:

• Make sure screens are visible from every seating area.
• If the room is wide, consider two screens.
• Avoid putting screens too low, the first few rows block everyone.

9) Lighting that makes presenters look awful

Corporate lighting is not about effects. It’s about visibility and camera friendliness.

How to avoid it:

• Light the speaker’s face evenly, avoid harsh overhead shadows.
• Keep lighting consistent if you’re filming or live streaming.
• Avoid bright lights that blind presenters when they look up.

10) No backup plan for the boring stuff

Most failures are basic, a missing cable, dead batteries, or one loose connection.

How to avoid it:

• Bring spare HDMI cables, adapters, extension leads, and gaffer tape.
• Have backup playback on a second laptop.
• Keep a spare microphone ready to swap instantly.

11) Messy cable management

It looks amateur and it’s a safety hazard.

How to avoid it:

• Tape down cables in walkways.
• Keep runs neat and hidden where possible.
• Separate power and audio cables to reduce interference.

12) AV not synced with the agenda

This is where you get awkward pauses, late walk-up music, and “sorry, give us a second.”

How to avoid it:

• Create a simple run sheet that includes every cue, slides, videos, and mic handovers.
• Assign one person to call cues, and one person to run AV.
• If you have awards, test the walk-up music and microphone timing.

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A quick corporate AV checklist you can steal

If you want the short version, here’s the list that stops most problems:

• Confirm what the venue provides, in writing
• Do a site check, even if it’s photos and a quick call
• Run a proper soundcheck from the back of the room
• Choose microphones based on how speakers move
• Collect files early, test them on the actual system
• Avoid relying on Wi-Fi, bring offline backups
• Build setup and rehearsal time into the schedule
• Make screens visible from every seat
• Light faces, not walls
• Bring spare cables, batteries, and a backup mic
• Keep cables tidy and taped down
• Use a run sheet so cues hit on time

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Need help making sure your corporate event doesn’t turn into a mess?

If you’re planning a corporate event and want it to run clean, the fastest way is to get the AV planned early and matched to the room, the agenda, and the speakers.

At the bottom of this post there’s a contact form. Send over:

• your event date
• venue and room size
• expected attendance
• whether you need microphones, screens, or hybrid support

We’ll tell you what you actually need, what you can skip, and what will cause problems if it’s not handled properly.

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