Los Angeles is a global center hub for conferences, social events, and business networking. With its star-studded reputation, lively culture, and high-class venues to hold events; hosting a conference in the City of Angels can be a big draw for guests. Yet despite the charm, hosting an event in LA needs careful planning—especially when it comes to audiovisual (AV) elements. From making sure sound is clear to giving great pictures, AV can make or break a conference’s overall impact. Below we look at five common AV mistakes that event planners face in Los Angeles and how you can͏ avoid them to create an unforgettable experience.
Overlooking Venue Constraints and Acoustics
Los Angeles boasts an array of conference venues—from historic theaters to modern convention centers. However, each site presents its own unique acoustic and layout challenges that directly affect AV performance.
Ignoring Room Size and Shape
When choosing a venue for an event, planners often focus more on capacity and location rather than on how the venue’s dimensions or shape impact sound distribution. Large, open spaces can produce echoes, while tight corners or low ceilings might harm the audio. Before signing a contract, consult with the Los Angeles AV company to understand whether the venue’s acoustics matches the nature of your event.
Underestimating Ambient Noise
In LA's busy areas, background noise can sneak into your event if the venue is close to big roads, airports, or construction sites. This noise can be distracting and lower the quality of presentations, grou͏p discussions, or main speeches. By checking out the venue yourself before the event you can spot these potential noise issues and try to mitigate them—like using sound-proofing panels or special mics.
Solution
Try to evaluate a venue with experienced AV technicians and, if necessary, bring in noise-canceling solutions. Understanding venue constraints allows you to choose the right equipment for better sound clarity.
Underestimating the Importance of Reliable Sound Equipment
Sound is one of the key components of any conference, yet it’s one of the most overlooked in many cases. Organizers try to cut costs by choosing subpar microphones, speakers, or mixers. This indeed may save some funds but chances are high that you will jeopardize the attendee experience.
The Pitfalls of Inferior Gear
Low-quality or old as dust equipment can result in inconsistent audio levels and sudden microphone dropouts. Conference speakers and attendees may struggle to understand important information, leaving them frustrated and generating tons of negative feedback on Facebook.
Tailoring Audio to Event Scale
A small PA system may suffice for an intimate workshop of 30 participants, but a keynote session with hundreds of attendees requires a more robust sound setup. Failing to match the scale of audio equipment to your conference size can lead to poorly balanced sound. This mismatch is especially noticeable in LA’s larger, multi-room venues or open-air spaces.
Solution
Partner with a reputable AV provider who can provide the appropriate sound systems that match the event’s scale. You can also work with professional sound engineers to monitor audio levels in real time, ensuring everything is great on the audio side.
Failing to Plan for Visual Clarity and Display Needs
Beyond audio, the visual aspect of a conference is equally important. Engaging visuals capture attention and transfer key messages in a clear manner. Without proper displays, even the most engaging content may fail.
Projector and Screen Misalignment
One of the most common oversights is using a small projector screen that doesn’t match the room size or audience view. In a large conference hall, a small display will definitely leave the entire back row squinting. But an oversized screen in a smaller room is the same issue because it can be overwhelming and lead to distorted images.
Neglecting Ambient Lighting
Los Angeles venues, depending on their price and type, vary widely in their lighting conditions. Some rely on natural sunlight from large windows, while others use ambient lightning that cannot be dimmed. High ambient light can wash out projected images, making slides nearly impossible to see.
Solution
Conduct a test run in the venue, ensuring your projectors, LED displays, or video walls are sized to the space and free from direct light. An AV team can advise on using multiple screens or high-lumen projectors if the room layout demands it.
Neglecting Thorough Technical Checks and Rehearsals
Some conference planners often underestimate the complexity of live events. Audio, lighting, video playback, presentation software, and internet connectivity must seamlessly integrate. Skipping rehearsals or ignoring a run-through leaves you vulnerable to technical hiccups that can ruin the entire event.
Last-Minute Surprises
It’s not uncommon for presenters to arrive with updated slides, new videos, or unfamiliar file formats. Without ample rehearsal time, these last-minute changes can lead to video lags, file incompatibilities, or untested transitions that freeze mid-presentation. Remember the time when you had to look for some specific PC or Mac connector that is compatible with this or that equipment? Avoid this at all costs!
Overlooking Speaker Familiarity
Speakers should have a chance to test the microphone beforehand. Make them comfortable with remote clickers you use and understand how their slides or video content will appear on-screen. A quick 5-minute soundcheck is not enough if you want a seamless, polished delivery.
Solution
Schedule a full tech rehearsal or soundcheck at least a day before the event. This rehearsal should include presenters testing their audio levels, slides, and any additional media. Even a short run-through can identify potential technical issues before they turn into disaster.
Not Having Real-Time Support
Even if everything is well-planned and you double checked all the systems, live events come with unpredictable challenges. An unplanned network outage, a faulty microphone cable, or a large crowd outside of a venue can throw a wrench into your conference flow.
Lack of Onsite Technical Team
One common mistake is assuming that once equipment is installed, the show will run itself. Without an on-hand technician or support staff, problems with sound and visuals can escalate very quickly. When a microphone fails or a screen flickers, someone needs to troubleshoot immediately.
Ignoring Backup Equipment
Budget limitations may force event organizers to avoid ordering extra equipment, but a backup system can save the day. From spare microphones and cables to a secondary Internet connection for live streaming, redundancy helps keep the conference running smoothly even if something goes wrong.
Solution
Work with an AV partner who offers real-time monitoring and dedicated technical support for the duration of the conference. Proactive troubleshooting and backup gear minimize the impact of any unexpected issues while not costing you a fortune.
