5 AV Mistakes Event Planners Make in Park City (And How to Avoid Them)
By Mountain AV Park City
Whether you're planning a corporate conference or a luxury gala, these are the most common AV mistakes we see in Park City events — and how a great production team helps you avoid every one of them.
The 5 Most Common AV Mistakes We See at Park City Events
After producing hundreds of events across Park City, Deer Valley, and the Wasatch Front, we've seen the same mistakes come up again and again. Most of them are completely avoidable — with the right planning and the right AV partner.
Mistake #1: Booking AV Too Late
Good AV companies book up fast, especially during Park City's peak seasons (January/Sundance, summer retreats, ski season corporate events). We regularly get calls from event planners who need AV in two weeks because their original vendor fell through or they simply forgot to book it.
The fix: Book your AV company at the same time you book your venue. Treat it as a critical vendor, not an afterthought.
Mistake #2: Underestimating the Room
A speaker system that works great for 50 people will fail in a 300-person ballroom. A projector that's bright enough in a small conference room gets washed out in a venue with windows. Mountain venue spaces often have unusual acoustics that require more speakers and more careful placement than a standard hotel ballroom.
The fix: Walk your AV company through the venue (or share the venue's specs and floor plan) before confirming a gear package. A good AV company will right-size the system for your space.
Mistake #3: No Rehearsal Time
Presenter tech checks are non-negotiable. We've seen CEOs walk on stage to deliver a keynote and discover their laptop doesn't connect to the AV system, their slide aspect ratio is wrong, or their wireless mic isn't set to the right frequency. All of this is fixable — but not in the five minutes before they speak.
The fix: Build at least 30–60 minutes of dedicated tech rehearsal time into your run-of-show for each presenter.
Mistake #4: Skimping on Labor
Renting equipment is only half the equation. The gear needs a skilled operator. We've seen events where clients brought in rental gear and assumed a venue's in-house staff could run it — only to discover no one knew how to operate the lighting console or mix the audio properly.
The fix: Always include skilled technicians (A1 for audio, L1 for lighting, V1 for video) as part of your AV budget. Good operators are what separate a professional production from a chaotic one.
Mistake #5: Ignoring Power Requirements
High-end audio, LED walls, and intelligent lighting all draw significant power. Mountain venues — especially tented or ranch properties — often have limited power infrastructure. Running too much on a single circuit trips breakers and kills your event mid-show.
The fix: Before load-in, have your AV company confirm power availability with the venue. For power-heavy setups, a generator may be needed. This is a conversation to have weeks before the event, not the morning of load-in.
The Bottom Line
A great event AV experience comes down to planning, communication, and the right team. Mountain AV has been the backstop for events across the Wasatch Mountains — we know these venues, these acoustics, and these challenges better than anyone.
Planning an event in Park City?
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