Planning an event is stressful enough. Between managing vendors, coordinating schedules, and ensuring everything looks and sounds perfect, there’s little room for error. Unfortunately, in the world of AVL gear rentals — audio, video, and lighting — a lot can go wrong.
Here’s a list of the top 10 problems event planners run into during event rentals and how to avoid them so your next event runs smoothly.
1. Underpowered Sound Systems
One of the most common mistakes is renting speakers or amps that aren’t powerful enough for the venue size. If your audience can’t hear clearly, your message is lost.
Avoid it: Always provide your rental company with your expected audience size, venue dimensions, and event type (conference, concert, wedding, etc.). A good AVL provider will calculate the SPL (sound pressure level) and recommend the right gear.
2. Insufficient Lighting Design
Poor lighting can make even the most beautiful stage or display look dull.
Avoid it: Plan for both functional lighting (visibility for presenters and guests) and ambient lighting (to create mood). Ask your AVL team for a pre-visualization or lighting plot before the event.
3. Last-Minute Gear Additions
Many event managers realize too late that they need an extra mic, projector, or cable — after setup has already started.
Avoid it: Confirm your full equipment list at least a week before the event, with contingencies for backup gear.
4. Poor Power Distribution
AV gear draws a lot of power. Without proper planning, circuits can overload — or worse, shut down mid-show.
Avoid it: Ensure your AVL partner provides power distribution plans and uses dedicated circuits for high-demand gear like amplifiers or LED walls.
5. No Backup Equipment
Even the best gear can fail. Not having backups can ruin a show.
Avoid it: Always include redundant systems for key items like microphones, mixers, and video playback devices.
6. Untrained or Understaffed Crew
Having the right gear is useless if no one knows how to run it.
Avoid it: Hire qualified technicians who specialize in live event AV. A professional crew ensures smooth transitions and quick troubleshooting.
7. Venue Restrictions
Some venues have strict load-in times, sound limits, or rigging rules that affect AVL setup.
Avoid it: Coordinate with the venue in advance. Share the venue’s technical specs with your AVL company early in the planning phase.
8. Cable Chaos
Tripping hazards, signal loss, and aesthetic clutter often stem from poor cable management.
Avoid it: Request your AVL crew to use proper cable runs, gaffer tape, and wireless solutions where possible.
9. Unreliable Internet or Streaming Setup
If your event includes live streaming or hybrid elements, internet instability can ruin the experience.
Avoid it: Always have a dedicated hardwired connection and backup network options (like bonded cellular or secondary Wi-Fi).
10. Lack of Rehearsal Time
Skipping sound checks or tech rehearsals leads to missed cues and feedback issues.
Avoid it: Schedule a full technical rehearsal with your AVL team before doors open. This is when most problems are caught and fixed.
Wrapping Up: Partner With a Reliable AVL Rental Team
Many of these problems stem from poor communication or lack of planning. The best solution? Partner with an experienced AVL gear rental company that offers not just equipment, but expertise.
At The Penn Group, we help clients avoid these pitfalls through detailed site surveys, professional technicians, and reliable equipment that performs flawlessly.
Whether you’re hosting a corporate conference, wedding, concert, or festival — we’ll make sure your event looks, sounds, and feels amazing.
