When planning a corporate event, summit, or conference, audio visual (AV) services often sit at the top of the logistics checklist—right next to venue, catering, and speakers. And for good reason: AV can make or break the experience for your audience.
But one question we often get asked is:
“How early should I book AV for my event?”
The short answer? As early as possible.
The long answer? Well, let’s break it down.
Why Early Booking Matters in AV
Unlike static rentals, AV setups are complex systems of lighting, LED displays, audio, video, staging, and crew—each piece needing time to be planned, sourced, tested, and delivered. Here’s why booking early pays off:
1. You Secure the Equipment You Actually Want
High-quality AV gear—especially LED walls, wireless mic systems, and seamless switchers—can get booked out months in advance, especially during peak seasons. Early booking ensures you have access to the right gear in the right quantities.
2. Time to Plan for Technical Requirements
Every venue is different. The sooner your AV partner is looped in, the sooner they can:
Conduct a site recce
Identify power and rigging requirements
Recommend optimal screen sizes and placements
Flag any venue limitations
This helps avoid last-minute surprises and ensures a seamless setup on event day.
3. Better Integration with Event Program
AV isn’t just gear—it’s part of the experience. Booking early means your AV team can collaborate with your program flow, align visuals with speaker cues, and prepare preloaded media assets in advance.
4. Easier to Scale Up (or Down)
Let’s say your event starts as a small seminar and evolves into a full-scale summit with C-suite speakers, live streaming, and dynamic LED backdrops. If you’ve already partnered with an AV company early, scaling up becomes easy—especially if they have deep inventory like we do at LEDWallRental.com.sg.
So, How Early is “Early”?
Here’s a rough guide depending on your event type:
| Event Type | Recommended AV Booking Lead Time |
|---|---|
| Large Conferences / Summits | 2 to 3 months in advance |
| Mid-size Corporate Events | 4 to 6 weeks |
| Product Launches | 6 to 8 weeks |
| Small Meetings or Seminars | 2 to 3 weeks |
| Roadshows / Exhibitions | 1 to 2 months |
For peak months (like Q2 and Q4 in Singapore), always add an extra buffer, as AV providers get booked out early.
What Happens If You Book Late?
Last-minute bookings are sometimes unavoidable—but they come with risks:
Limited gear availability
Higher costs for rush setups
No time for proper testing or rehearsals
Increased risk of technical issues on event day
While a well-equipped AV company can accommodate late requests (we often do!), booking early gives you peace of mind and full control.
Final Thoughts
Booking AV early isn’t just about availability—it’s about giving your event the best chance at a smooth, professional delivery. Whether you’re planning a corporate summit or an internal town hall, early collaboration with your AV partner leads to better results, fewer surprises, and less stress.
At LEDWallRental.com.sg, we help corporate clients plan ahead with high-quality LED walls, sound systems, lighting, and expert support—scalable for events of any size.
Planning an Event? Let’s Talk Early.
Get in touch with us as soon as your event is confirmed. Let’s lock in your AV needs and ensure your event looks—and sounds—outstanding.
