Mistakes To Avoid When Choosing A London Event Production Partner

Planning an event in London? Don’t let one bad choice ruin it all.

The venue’s booked. The invites are out. You are buzzing with ideas. But hold on… have you picked the right event production partner yet? 

Because the fanciest venue and the flashiest guest list won’t matter if your AV crashes, your lighting goes off, or your stage setup feels like an afterthought. 

In a city like London, where events happen daily, from slick corporate dos to glitzy product launches, you need more than just a few speakers and screens. You need a team that gets it. 

However, not all event production companies in London are created equal. Some know exactly what they are doing. Others….. not so much. 

And picking the wrong one? It’s easier (and costlier) than you think. Your event could go sideways fast, with poor sound, dodgy visuals, delays, and miscommunication. It all adds up to stress and embarrassment. And no one wants that. Do you? Obviously not. 

So, let’s discuss some biggest mistakes people make when choosing an event production agency in London and how you can avoid them like a pro. 

1. Not knowing what you need

You jump straight into discussing with an event production company in London without knowing exactly what you want. You’re unsure about your goals, guest numbers, tech needs, or even the feel you want for the day.

It’s like walking into a shop and saying, “I need something… but I don’t know what.” Not very helpful, is it?

How to Fix It:

Before speaking to any event production companies in London, spend time writing a clear plan. Include:

• What kind of event is it?
• Who is it for?
• When and where will it be?
• Rough budget estimate. 
• Must-have items like LED walls, lighting, sound, or livestreaming.
• Any branding or design needs?

Having a solid brief means your event production London partner can give you a clear quote and better ideas, too.

2. Choosing based on price alone 

You go with the cheapest quote because it feels like a “good deal.” But cheap doesn’t always mean good. Low-cost options may come with hidden fees, outdated gear, or staff with little experience. It could end up costing you more if things go wrong. 

How to fix it: 

Look for value, not just price. Ask for a full breakdown of costs and check what’s not included.  Trust your gut. If it feels too cheap to be true, it possibly is.

3. Skipping the experience check

You assume every event production London company has the same experience. You don’t look into their past work or ask what kind of events they usually handle. Some companies are great at festivals but not so good at corporate events. Others might be new and still learning the ropes. 

How to fix it: 

• Ask to see their past work, photos, videos, or case studies. 
• Check if they’ve done similar events in terms of size and theme.
• Ask, “Have you worked at this venue before?” It can make a huge impact. 

AV Productions has worked on 11,000+ events across London. They know the top venues inside out, which saves you time and hassle.

4. Overlooking technical capabilities and innovation

You assume all event production companies London use the same equipment and offer modern solutions. But they don’t.

Technology changes fast. You don’t want outdated speakers or slow streaming that glitches halfway through your hybrid event.

Ask these questions to avoid unpleasant surprises: 

• Ask about their AV equipment: speakers, mics, lighting, video walls, and cameras.
• Find out if they offer live streaming or hybrid event support.
• Check if they carry backup equipment (just in case something fails on the day).

The best event production London teams invest in top gear and know how to use it well.

5. Ignoring communication and cultural fit

You choose a company based on their gear, but don’t check if you actually work well together. Even with the best tech, poor communication can ruin everything. Missed emails, unclear timelines, or people who don’t listen to your ideas? That leads to stress. Pay attention from the first call or email. Are they friendly? Helpful? Do they listen?

How to avoid: 

• Choose an event production company in London that understands your goals, offers advice, and works with you, not just for you. 
• You should feel comfortable asking questions and giving feedback. 
• Look for someone who makes the process easier, not harder.

Some event production companies, like AV Productions, assign you a dedicated project manager as your go-to contact throughout the event. You’ll never be left in the dark.

6. Not clarifying responsibilities and scope of work

No one’s quite sure who’s doing what; you think they’re handling it, they think you are. 

Confusion = chaos.

Tasks get missed. Deadlines slip. Costs appear that weren’t planned for.

How to Avoid It:

Get a detailed quote and contract. It should list:

• What they’re handling.
• What you’re responsible for.
• Delivery and setup times.
• The full cost (no surprises).

This ensures nothing slips through the cracks. The best event production agency London will be clear and transparent from day one.

7. Not planning for “what ifs”

You don’t ask, “What happens if something goes wrong?” Events don’t always go to plan. The weather changes. A speaker drops out. The Wi-Fi crashes. And no one knows what to do.

How to Avoid It:

Ask your event production London team:

• Do you have backup gear?
• What’s your plan if there’s a delay or a tech issue?
• Will there be support staff on-site?

A reliable event production company London, like AV Productions, will always be ready with a Plan B. We always come prepared with onsite support, so if anything goes wrong, you won’t even notice.

8. Rushing the selection process

You hire the first company that replies just to “tick the box.” That’s a quick way to regret your decision. You may miss better options and regret your choice when issues pop up.

How to Avoid It:

Take your time. Speak to 3–5 event production companies London. Compare:

• Price.
• Experience.
• Tech.
• Communication.
• Creativity.

Ask each one the same questions and see how they respond. Don’t be afraid to ask for a video call or in-person chat. 

Pick the one that feels right, not just the fastest to reply.

9. Skipping the reviews

You don’t check what other clients have said. That’s like buying a product with zero reviews, risky.

How to Fix It:

• Read Google and Trustpilot reviews.
• Ask for testimonials or references.

A good event production company in London will have happy clients who’ll be proud to show them off.

10. Not visiting the warehouse or office

You never see their setup before the big day. Would you rent a wedding dress without trying it on? Of course not.

How to Fix It:

• Ask to visit their location.
• See their kit in person.
• Meet the team and ask questions.

We at AV Productions have a Central London warehouse and will happily show you around.

11. Forgetting the creative side

You just want sound and lights. But what about impact? An event should feel special. It should “wow” your guests.

How to Fix It:

• Ask for creative input: lighting design, custom sets, interactive tech.
• Look for a team that brings creative ideas, not just equipment.

AV Productions has an in-house creative design team. They help make your event look and feel like a high-end production.

12. Thinking short-term

You only think about this one event. But what if you need more events later?

How to Fix It:

• Choose a partner who can grow with you.
• Look for one that offers full support: from design and AV hire to live streaming and content capture.

Quick recap: your event production partner checklist

Work With the Right People, Not Just Anyone

Choosing the right event production agency London is one of the most important things you can do when planning a great event.

And the good news? You don’t have to look far. AV Productions is a London-based leader in event production London trusted by top brands, corporate teams, and major venues across the UK.

We offer:

• 30,000+ AV items for hire.
• In-house creative and technical team.
• Full event support from start to finish.
• Friendly, expert project managers.
• Transparent pricing, always.

Let us take the pressure off your shoulders. From AV hire to complete event production, AV Productions will make your event one to remember.