There are a lot of factors to consider when it comes to choosing the right audiovisual service provider. Cost, availability, reliability, and equipment are just a few essential factors to measure when selecting a provider. Many factors will also depend on the size and scope of your event.

Given that there is so much to consider when choosing a service provider, it can be daunting to go about finding the right business to entrust your hard-earned money with so that you get the best possible service.

With this in mind, we’ve put together a guide on choosing the right audiovisual service provider that will work with and for you.

Your Requirements

Before selecting an audio design and event lighting design service provider, you will need to know what your requirements are. While you might not have all of the technical jargon, you should know how many people will be in attendance, the venue’s size, how many microphones and screens you may require, and whether you will want any recordings.

A good audio-visual provider will know the questions to ensure that you get the equipment and personnel you require. Make sure that your requirements are precise so that the provider can recommend what is best.

Experience of Sound

When choosing an audio-visual service provider, you should do a thorough check of their background and level of experience. You could consider how many years a business has been in operation, how the company is structured and how large their team is. Where possible, it could help to check out their customer list to see the types of projects they have dealt with and how successful these projects have been.

When checking out a company website, you should always look over any testimonials and galleries of previous projects’ images. This approach will give you the best picture of the standard of work a company can provide.


If you’re hosting an event in-house, you may already have some of the audio-visual equipment you need. Talking to the company you are considering using will help you find out what extra equipment you need. A good audio-visual provider will incorporate your equipment where possible, saving you money.

If you don’t have enough of the right equipment or hosting an event in a hired venue, then the business you use should be able to provide any needed equipment. Ensuring that the company you choose has an excellent supply of high-quality equipment is vital.


Choosing a service provider with a stellar reputation is crucial to ensuring that you get the best service. You could ask around other businesses to see what kind of experience they have had with the service provider you have in mind. You could also have a look at any online reviews for the business.

It is worth checking out the products and brands they use to ensure high standards. A good audiovisual company is nothing without top-notch equipment, so ensuring that your provider will be using the very best is crucial.

Value For Money

While some things, like safety and quality, should never be sacrificed to cut costs, it is still wise to ensure that the business you are choosing will give you the best value for money.

It could help research the average costs for the services you require to have a good idea of the amount of money you should budget. A professional company will always be upfront about fees and will give you a realistic quote. If you are unsure, you could ask the business to break down the costs to understand where your money is spent entirely.

Consider The Aesthetics

You won’t just want high-quality audio-visual services for your event – you will also want a beautiful, fitting aesthetic. Choosing a company with specialist in-house designers to build workstations that fit seamlessly with your venue’s overall décor is crucial. Look for a business that will offer a bespoke setup that can provide you with architectural acoustic designs that complement and enhance the look of the event space.


Hiring a company that will work safely is critical. When looking for a provider, you should ensure that you choose one that has expert knowledge on ensuring the safety of your staff, your guests, and their personnel.

When researching providers, you should ask about their safety records and practices. A good company will provide you with a detailed overview of its safety policies and its qualifications. You should request to see copies of any certification and qualifications, which will be invaluable in giving you peace of mind.

Making Sure Your Voice Is Heard

The right audiovisual service provider will make you an integral part of the planning and conceptualizing – after all; this is your event! When initial talks about hiring a company’s services, you should feel how happy they are to consider your input.

An initial conversation will help you see how your insights and opinions will be received during the project. The company you are hiring will have the expertise needed, but you should still play a vital role in bringing the overall design to life.

Customer Service

As with anything in life, sometimes things can go wrong with the audiovisual at events. If this happens, you will need to know that a business will be on hand ASAP to handle any problems you may have.

You should ensure that there will be experienced technicians on hand for the duration of your event. This is crucial to ensure that any hiccups with the audiovisual equipment are handled quickly and with minimal disruption to your event.

What Next?

As production design company XLmediaworks prides itself on being at the forefront of sound design & audio-visual technology and services. If you’d like to enlist a company’s services that will provide you with all you need for success, contact us today to get started!