In the fast-paced world of audio-visual production, preparation and organization often matter just as much as technical know-how. Whether you’re managing a corporate event, a live concert, or a hybrid broadcast, small adjustments in workflow and equipment management can dramatically improve the success of your show, and make you look like a seasoned professional.

Here are some essential AV tricks and best practices that every technician, engineer, and producer should adopt to ensure smoother events and happier clients.

1. Label Everything—All the Time

Let’s start with the simplest but most overlooked tip: label your gear, cables, and cases. This small habit prevents confusion during setup and teardown, especially when working in a shared production environment.

Use colored gaff tape and a Sharpie to mark:

• Cable length and type (e.g., “XLR 25FT”)

• Owner or department (e.g., “Video” or “FOH”)

• Date last tested or repaired

• Stage or location destination (e.g., “Stage Left,” “Camera 3”)

Want to take it a step further? Use QR code labels that link to equipment manuals or inventory systems. This not only speeds up tech troubleshooting but also impresses clients with your organization.

2. Create Load-In & Tech Checklists

In the chaos of early morning load-ins or late-night setups, it’s easy to forget something vital—like the remote for the projector or that adapter you only need once.

To prevent these last-minute scrambles, create equipment checklists for each type of event:

• Audio items (consoles, mics, DI boxes, snake)

• Video gear (switchers, converters, monitors)

• Lighting tools (fixtures, clamps, safety cables)

• Cabling (XLR, SDI, HDMI, Power, DMX)

Print and laminate these checklists, then attach them to the inside lid of gear cases. You’ll be shocked how many times they save the day.

3. Use the Right Apps for the Job

Modern AV pros aren’t just carrying flight cases—they’re also loaded with apps that make their jobs easier. These tools can help you with everything from system tuning to on-the-fly show control.

Must-have AV apps include:

• AudioTools (iOS): SPL meter, FFT analyzer, RT60 testing, and more.

• QLab (Mac): Powerful show control for audio, video, and MIDI cues.

• Luminair (iOS): Wireless DMX lighting control for small and mid-size rigs.

• Smaart (Mac): Smaart is a professional audio measurement and analysis software used by sound engineers to optimize and tune sound systems, analyze room acoustics, and monitor sound levels in real time.

Using apps strategically can reduce the need to bring out-board gear and streamline communication with your team.

4. Test Venue Power Before Plugging In

You might assume that every venue has clean, reliable power—but that’s a mistake. Faulty grounding, reversed polarity, or overloaded circuits can damage sensitive equipment and introduce noise into your system.

Before plugging in:

• Use a circuit tester or multimeter to verify outlets.

• Check for dedicated circuits for power-hungry devices like projectors or amplifiers.

• Bring power conditioners or UPS units to protect your equipment.

• Avoid daisy-chaining too many devices from a single outlet—especially heaters or stage lighting.

You’d be surprised how many “equipment issues” are actually just bad venue wiring.

5. Carry a “Patch Kit” (Your go-to case with extra essentials)

Every AV professional should carry a small toolkit or pouch stocked with critical “rescue” items. This bag can bail you out of all kinds of last-minute problems, and is guaranteed to be at the top of the list of AV Best Practices.

Essential items include:

• Gaff tape (various colors)

• Velcro straps and zip ties

• Electrical tape and spike tape

• Flashlight or headlamp

• Screwdrivers (flat & Phillips)

• Multitool or mini wrench set

• Extra batteries (AA, AAA, 9V)

• Assorted adapters (HDMI > VGA, XLR gender changers, ¼” to XLR)

• USB stick with show files or software backups

• Audio interface (Focusrite Scarlett)

• Video interface (Magewell – to get video signal into a computer)

Bonus: Throw in a granola bar or two. Sometimes you might not get a meal and you have to satiate those hunger pangs!

6. Backup Plans: Always Have Redundancies

Redundancy isn’t optional—it’s essential. Audio dropouts, video glitches, or computer crashes are going to happen. It is inevitable.

Here’s how to stay one step ahead:

• Split audio feeds to backup recorders or mixers.

• Use mirrored laptops running show software (especially for Keynote or ProPresenter).

• Bring an extra projector lamp, SDI cable, or power supply.

• Record locally and in the cloud if streaming.

• Keep physical copies of cue sheets or playlists in case your device dies.

A good AV professional doesn’t panic during failure—they switch to Plan B instantly.

7. Communicate Clearly with Clients and Crews

Clear communication is one of the most underrated skills in the AV industry. Misunderstandings can lead to missed cues, awkward transitions, or even safety issues.

To improve team communication:

• Conduct a tech cue-to-cue before showtime

• Use radios or intercom systems with clear channel assignments

• Designate a stage manager to centralize updates and disperse information

• Ensure all crew have access to updated run-of-show documents

For client interactions, explain technical limitations and walk through contingencies. This builds trust and positions you as a proactive problem solver.

8. Practice Cable Management Like a Pro

If your cables look like spaghetti, it’s time for an upgrade. Clean, intentional cable management not only looks better—it also prevents signal issues and tripping hazards.

Tips for cable success:

• Use over-under wrapping to protect cable longevity

• Secure runs with gaff tape or floor cable ramps

• Label both ends of long cables for quick ID

• Keep audio, power, and video cables separate to avoid interference

• Coil and sort cables after every show to reduce downtime

 

9. Document Your Setup with Photos and Notes

Ever had a client say, “Just set it up like last year,” but you can’t remember what that looked like?

Solve this by taking photos of your final setups, then storing them in a shared folder labeled by client or event type. Combine this with a setup checklist or cable diagram to replicate your work faster in the future.

Use cloud platforms like Google Drive, Dropbox, or Notion to keep everything organized and accessible from anywhere.

10. Stay Curious & Keep Learning

Finally, the best AV technicians and engineers never stop learning. The industry evolves constantly—new software, formats, and standards emerge every year.

Ways to grow your skills:

• Attend trade shows (like InfoComm or NAMM)

• Watch manufacturer webinars and gear demos

• Follow AV pros and forums on YouTube, Reddit, or Discord

• Get certified in Dante, CTS, or manufacturer-specific systems

The more you invest in knowledge, the more valuable and versatile you become on any crew or project.

Final Thoughts on AV Best Practices

The difference between a good AV tech and a great one often comes down to the small habits—like labeling gear, prepping backups, or testing power. These best practices don’t require fancy equipment or huge budgets. They simply demand foresight, organization, and a commitment to excellence.

At MeyerPro, we’ve spent decades refining these processes to deliver reliable, innovative AV experiences across the Pacific Northwest and beyond. Whether you need the gear, the crew, or just a bit of guidance, our team is here to support your next event from start to finish.

Need help streamlining your setup or choosing the right tools? Get in touch—we’d love to help make your next production your smoothest yet.