Would you ever wait until the night before to book your venue? Probably not. So why take that kind of risk with your sound and visuals?
Your speaker steps on stage, grabs the mic, and… silence. Or worse, screeeeeeech. It causes the crowd to cringe. Your flawless event? Suddenly memorable for all the wrong reasons. What went wrong? The AV gear arrived late. There was no time for testing. And just like that, everything fell flat. These may seem like small issues, but they leave a big impact. They distract your audience, break the flow, and shift the focus away from your message.
One of the biggest mistakes event planners make? Waiting until the last minute to book their AV equipment. When AV planning gets pushed to the end of your to-do list, it’s not just about what’s unavailable. It’s about losing the good gear fast, missing cables, rushed setups, and last-minute panic.
Ready to avoid the tech headaches and get it right the first time? Let’s discuss the ideal AV booking timeline, step by step. So, your event shines bright (and no one’s shouting, “Can you hear me now?”).
Why early av booking makes business sense
Booking your AV hire in London early isn’t just a good idea; it’s critical. AV equipment connects your message to your audience. If the sound is off or the screen doesn’t work, people miss your message.
Here’s what early planning helps you with:
- Better availability – Good AV gear gets booked fast, especially during peak seasons.
- Custom setups – If you want branded screens, mood lighting, or live streaming, early notice gives your AV team time to get it right.
- Lower costs – Late bookings often come with extra fees, and no time to compare quotes.
- Less stress – You get time to test and rehearse with your gear before the big day.
- Smarter coordination – Your AV team can plan around the venue and work with caterers, designers, or stage teams.
The more time you give your AV partner, the better your price and outcome.
What’s the best time to book your AV equipment?
Different events need different planning. Use this AV booking timeline as a guide:
| Type of Event | Ideal Booking Time |
| Team Meetings (10–50 guests) | 2–3 weeks in advance |
| Workshops or Seminars | 4–5 weeks in advance |
| Product Launches | 8–10 weeks in advance |
| Conferences & Corporate Events | 10–12 weeks in advance |
| Gala Dinners or Exhibitions | 12–16 weeks in advance |
Note: For events during peak seasons (March–May or September–December), add 2–3 extra weeks to your booking time.
Key factors that affect your booking timeline
Not every event runs on the same clock. Here’s what can speed things up or slow things down.
1. Event size and complexity
A small training session may only need a screen and a microphone. A large conference with breakout rooms, a keynote stage, and hundreds of attendees will need complex setups, meaning more time and more gear.
2. Venue requirements
Some venues have tricky acoustics, low lighting, or limited rigging points. A proper AV site check is essential to make sure the equipment will work well. AV teams often work with venue staff to solve these challenges early.
3. Custom production needs
Want custom lighting, animations, branded visuals, or special stage effects? These take time to design and test. Booking late may limit your options or leave no time for a full rehearsal.
4. Special equipment needs
Basic gear like microphones or screens is easy to get. But specialised equipment, like LED walls, live stream setups, or virtual reality rigs, is limited and gets booked early.
5. Event seasonality in London
London’s event industry is always active. But during trade shows, school holidays, and festive periods, demand for AV equipment spikes. Vendors can be fully booked months in advance.
What should be booked first?
When you begin your AV planning, lock in the essentials. These items are always in high demand:
Book early:
- Projectors and LED screens.
- Microphones (lapel, handheld, wireless).
- Speakers and sound mixers.
- Lighting rigs (stage, spotlight, ambient).
Add later (if needed):
- Streaming cameras.
- Cue monitors for presenters.
- Interactive touch panels.
- Backup batteries and signal boosters.
| 🌟 Fact: Just one LED wall can take 2 to 3 hours to set up and test. |
A timeline template to follow
Here’s a basic planning structure to keep your AV journey on track:
12 months before
- Set event goals and create an outline.
- Talk to AV providers early for large-scale events.
- Visit potential venues with your AV partner.
6–9 months before
- Finalise your AV team.
- Get equipment lists and technical drawings.
- Lock in contract and payment terms.
3–5 months before
- Plan rehearsals.
- Confirm power sources, layout, and cabling.
- Plan speaker cues and on-screen content.
6–8 weeks before
- Double-check the equipment list.
- Coordinate delivery and removal with the venue.
- Provide slide formats and media files.
2 weeks before
- Final tech test.
- Run through the timing with presenters.
- Complete an AV walkthrough with your team.
Risks of delayed AV booking
Booking AV equipment too close to the event date can lead to many avoidable problems. The best gear is often already booked. Your venue might have restrictions that weren’t considered. There may not be enough time for a proper rehearsal, which increases the chance of errors during the live event. Technical teams might also be stretched thin, leading to rushed setups or poor service.
One example comes from a corporate team that planned a hybrid event two weeks before the date. By the time they reached out to an AV vendor, all streaming kits were gone. They had to settle for basic webcams and low-resolution video. The event still happened, but the impact on their audience was far from ideal.
On the other hand, teams that plan 6–8 weeks ahead often benefit from full walkthroughs, sound testing, lighting design sessions, and custom visual branding. The difference in event quality is easy to see and easy to plan for.
Think of it this way: Late Booking = (Standard Hire × 1.5) + Rush Setup Fee.
A setup worth £2,000 may suddenly cost over £3,000 if booked just days in advance.
Small checks that make a big difference
Throughout the planning process, it’s important to focus on small details that impact the big picture. One of the most common issues is power access. Venues may not have the right plugs or circuits to support heavy equipment. Another issue is ceiling height; some venues have restrictions that prevent hanging lights or speakers.
It’s also worth checking the weather forecast if your event is outdoors. In some cases, your AV partner can supply waterproof cases, backup generators, or tented control booths. Planning for these needs early ensures they’re handled smoothly.
Lastly, always schedule a rehearsal. Even a 30-minute run-through with the speakers and AV team can catch issues that would otherwise be noticed only during the live event.
Event Success = Early Planning × Clear Communication × Expert AV Partner.
One weak link can break the chain; don’t let that be your AV setup.
Secure the AV setup your event deserves
Every successful event has one thing in common: flawless communication. Whether it’s through sound, screens, or lighting, your AV setup tells your story. And to tell it well, you need time. Booking early gives you more choices, better pricing, and a smoother delivery.
Work with a trusted AV partner
At AV Productions, we’ve supported over 11,000 events across London and offer a massive inventory of 1,000+ AV hire equipment options. From corporate launches to training seminars, we know what your event needs and when you need it.
Don’t leave it to chance. Book your AV setup early and give your event the best shot at success.
Contact AV Productions now for expert AV rental for events in London and across the UK.
