Most people who contact us have one of two things going on. Either they know exactly what they need and want to know if we can deliver it, or they have an event coming up and aren’t sure where to start with the AV side of things.
Both are fine. But in either case, the process we follow is the same. This post walks through exactly how we work, from the first conversation to the moment the event finishes.
The enquiry
When you get in touch with us, the first thing we want to understand is the shape of the event. Not just the date and the venue, but what the day actually looks like.
How many people are attending? Is it a single presenter or multiple speakers? Are there panel sessions? Is there a hybrid element with people joining remotely? Will there be video content playing? What’s the setup window before doors open?
These details matter because they determine the spec. Two events in the same venue with the same number of attendees can have completely different AV requirements depending on how the day runs. We ask the questions upfront so the quote we send back reflects what you actually need, not a generic package.
If you’re not sure about some of the answers at this stage, that’s fine too. Part of what we do at enquiry stage is help clients work through the brief. You can read more about what to include when contacting an AV supplier in our guide to AV hire costs in London in 2026.
The quote
Once we have enough information, we put together a quote that itemises everything. PA system, microphones, screens, lighting, technician time, delivery and collection. No hidden costs added later.
We turn quotes around quickly because we know event planning has deadlines. If something in the quote needs adjusting, we work through it with you until the spec is right.
At this stage we’ll also flag anything that might affect the day. A venue with a short load-in window, a room layout that needs extra screen coverage, a hybrid element that needs its own technical setup. Better to raise it now than discover it on the morning of the event.
The site visit or venue check
For larger events or unfamiliar venues, we do a site visit before the day. This gives us a clear picture of the space, the power supply, access routes and anything else that affects how we set up.
For venues we’ve worked in before, or for straightforward setups, a detailed venue spec sheet is usually enough. Either way, we don’t arrive on event day without knowing what we’re walking into.
The Chartered Institute of Building Services Engineers publishes guidance on venue technical requirements that’s useful context if you want to understand what AV suppliers are looking for when they assess a space.
Pre-event planning
Once the booking is confirmed, we plan the technical detail before we arrive. This includes speaker order and microphone assignments, display inputs and source switching, lighting cues if they’re part of the setup, and the run of show for the day.
For conferences with multiple speakers, we map out every handoff in advance. Who’s on next, what input they’re using, whether they need a different mic. Managing this live without preparation is where things go wrong. Managing it with a plan in place is where events run smoothly.
We also confirm logistics at this stage. Delivery time, access arrangements, parking or loading restrictions, and the name of our point of contact on the day.
Event day: setup
We arrive with enough time to set up properly and still have buffer before the event starts. Everything gets tested before anyone walks into the room.
PA system levels are set for the room. Microphones are checked for range and clarity. Screens are confirmed with the presenter or AV contact to make sure inputs are correct. Lighting is positioned and focused.
If a speaker wants to do a run through before the event starts, we’re ready for that. Some clients like a full technical rehearsal. Others prefer a quick check of their slides and a microphone test. We work around whichever the client needs.
You can see how this played out in practice in our Central London conference case study, where we managed a 150 person event with a tight setup window.
Event day: live management
Our technician stays for the full event. This is non-negotiable for us, and it should be a question you ask any AV supplier you’re considering.
During the event, we manage everything live. Speaker transitions, display switching, audio levels, any technical issues that come up. The client and the speakers focus on the content. We focus on making sure the technology works around them.
For hybrid events, we manage the virtual stream at the same time. Camera, audio feed, stream stability. Remote attendees get the same quality experience as the people in the room. The AVIXA standards body sets the benchmark for what good hybrid event production looks like technically, and it’s the standard we work to.
After the event
Once the event finishes, we break down the setup and clear the venue. We work to whatever timeline the venue requires.
If anything came up during the day, we’ll flag it in follow up. Most of the time there’s nothing to report because the pre-event planning meant there were no surprises. But if a venue had a quirk that’s worth knowing for next time, or if a piece of equipment behaved unexpectedly, we document it.
Why the process matters
AV problems at events almost always come down to a lack of preparation. The supplier who shows up with the right equipment but no plan for how the day runs. The microphone that wasn’t tested before the first speaker walked on. The screen input that wasn’t confirmed with the presenter until five minutes before they went on.
Every step in our process exists to eliminate those problems before they happen. The enquiry gets the brief right. The site visit removes venue surprises. The pre-event planning maps out the day. The live management handles everything in the room.
By the time the event starts, there should be nothing left to figure out.
If you’re planning a conference or corporate event in London and want to talk through what you need, get in touch with the team at AV Hire London. We’ll walk you through the process from the first conversation.
