7 Questions DMCs Should Ask Before Hiring an AV Production Company

The right AV partner makes a DMC look great in front of their client. The wrong one creates problems you end up owning. Before you sign, these seven questions will tell you most of what you need to know about how a production company will perform on show day.

The Short Answer

Ask about crew, backup equipment, venue experience, quote structure, communication, insurance, and what happens when something goes wrong. A strong AV company will answer each one clearly and without hesitation.

7 Questions to Ask

• Who will be on site? Ask for the names and roles of the technical director, audio engineer, and lead technicians, not just the account manager.

• What backup equipment do you bring? Spare microphones, a backup playback laptop, and redundant signal paths should be standard.

• Have you worked in this venue before? Venue familiarity saves hours on load-in and avoids surprises with power, rigging points, and in-house fees.

• How is your quote broken down? Labor, equipment, and transportation should be itemized so you can compare bids fairly.

• Who is my point of contact? You want one person who knows the run of show before and during the event.

• Are you insured? Confirm they can meet the venue’s certificate of insurance requirements.

• What is your plan if gear fails? Listen for a specific answer, not a promise that it never happens.

Red Flags to Watch For

Be cautious of quotes that list only a package price, companies that can’t name their show crew, and vendors who push the most expensive option before asking about your audience and goals. A good partner asks more questions than they answer on the first call.

Frequently Asked Questions

Should a DMC use the venue’s in-house AV or an outside company?

In-house AV can be convenient, but outside production companies often bring more experienced crews and more flexible pricing. Check the venue contract for patch fees or exclusivity clauses before deciding.

How early should we book AV for a corporate event?

For conferences and multi-room events, three to six months ahead is ideal. Smaller meetings can often be booked six to eight weeks out.

Waters AV Productions partners with planners and DMCs on corporate events nationwide. Talk to our team about your next program.