It usually starts the same way. An event wraps up, the feedback rolls in, and while the content landed, the AV… didn’t. A fuzzy livestream here, a delayed mic there, and suddenly the post-event glow turns into a list of what should’ve worked better. For planners juggling high-stakes conferences, live concerts, product launches, and exhibitions, AV is no longer a nice extra, it’s the backbone of the experience. And when that backbone cracks, it’s time to find someone who can keep pace.
Across the industry, more planners are walking away from long-time AV partners and turning to providers who deliver sharper tech, faster service, and a dose of creativity. Here’s why the change is happening now, and what’s pushing the switch.
5 REASONS FOR SWITCHING AV PROVIDERS
So, whether it is a corporate conference, live concert, product launch, or exhibition, the right AV setup transforms your event from average to unforgettable. But lately, something interesting is happening in the industry. Event planners are switching AV providers, and they are doing it more than ever before.
SO, WHAT IS BEHIND THIS SHIFT?
Why are so many professionals moving away from their long-time providers and seeking new partners? Let us break it down.
1. OUTDATED TECHNOLOGY IS NO LONGER TOLERATED
There was a time when basic sound systems and simple projectors did the trick. But now? Event expectations have skyrocketed. With the rise of hybrid events, immersive experiences, and LED walls, planners need AV partners who stay ahead of tech trends, not behind them. Why outdated AV setups are getting dumped:
- Pixelated visuals or audio glitches ruin credibility at corporate events.
- Laggy virtual event platforms result in poor attendee engagement.
- Limited lighting and sound options make stage productions look amateur.
- No 4K or interactive displays? You are behind the curve.
AV technology has moved leaps and bounds in the past few years, and many providers have not kept up. Planners are moving on because sticking with old tech is simply not an option anymore. It is especially true when competition is quite fierce and expectations are high.
What modern planners expect:
- Seamless integration of LED walls, touchscreens, and 360-degree audio.
- Support for hybrid events, including virtual streaming and remote engagement.
- Augmented and virtual reality options for next-level brand immersion.
- AI-powered event production with lighting and sound control that adapts live during performances.
When a provider can’t offer this, planners start looking elsewhere.
2. BETTER SERVICE AND COMMUNICATION ELSEWHERE
To be honest, AV planning can be stressful, especially when the stakes are high. Planners want providers who respond fast, listen closely and offer Proactive solutions.
Unfortunately, many Legacy AV companies have fallen into a lot of poor communication and slow services, and some of the most common service complaints are as follows:
- Late quotes or explained pricing changes.
- Last-minute cancellations or gear shortages.
- Lack of on-site support or poor setup coordination.
- Difficulty reaching reps or slow time responses.
What some of the good and winning AV providing companies offer now:
- Dedicated project manager who walked through every detail.
- Available 24/7 during setup and throughout the event.
- Up-front package pricing with no hidden costs.
- Be there in person and do technical run-throughs to avoid surprises.
Communication matters just as much as sound and visuals. Thus, if a planner feels like they are not being heard or helped, they will look for someone better.
3. NEED FOR MORE CUSTOMISATION AND CREATIVITY
Now, those days of cookie-cutter packages are gone. Event planners now want tailor-made solutions that meet their goals, not recycled templates. Instead, they are leaving providers who only offer one tired option and are searching for creative AV production teams who bring new ideas to life. Why creativity matters in modern events:
- Custom lighting themes that match their business branding at events.
- Events call for unique stage layouts that blend with AV setups.
- QR code holograms or audience polling, etc, that add value to their event.
- Different event types (e.g, gala vs trade shows) need completely different AV strategies.
What new AV partners bring to the table:
- Creative brainstorming sessions during pre-production.
- Use of event mood boards and 3D renderings to visualise AV.
- Flexible gear selection to suit the theme and audience size.
- Dynamic transitions, smart lighting cues, and sound design that enhance moments.
The best AV providers act like collaborative partners, not just gear vendors. Planners want that and they are switching for it.
4. BUDGET-FRIENDLY PACKAGES
Another big reason planners are making the switch? Better value for money. Many are tired of overpaying for standard packages or being billed hourly for setup, tear down, and rehearsals. In 2025, transparency and flexibility in pricing are a must. Some of the common budget complaints are the following:
- Unexpected overtime charges for late-night events.
- No clear breakdown of costs in invoices.
- Packages include equipment that the event doesn’t need.
- No wiggle room for changes or add-ons.
What smart AV companies now offer:
- Flat rate packages with clearly outlined inclusions.
- Customisable bundles based on event goals, not standard sizes.
- Bundle deals that include lighting, sound, screens and setup at a better price.
- Flexible payment options for long-term clients or repeat events.
Especially in the post-pandemic era, planners are watching every penny, but they still want to maintain quality. AV teams that strike that balance are winning new business fast.
5. GROWING DEMAND FOR SUSTAINABILITY AND ECO-FRIENDLY AV
Sustainability is not just a buzzword anymore. It is a real priority for event planners and brands. Many companies now demand greener options for equipment, transport, and power usage. Old school AV providers using energy-hungry gear and waste-heavy processes are being phased out. Environmental red flags that lose clients:
- Single-use materials for staging or rigging.
- No effort to reduce power usage or carbon footprint.
- Lack of eco certifications or green policy statements.
- Overuse of shipping and packaging for transporting gear.
Eco-conscious AV providers are stepping up with:
- LED and low-energy lighting systems.
- Solar-powered AV options for outdoor or hybrid events.
- Commitment to the reuse and recycling of AV materials.
- Digital signage over printed banners and boards.
As corporate clients push sustainability in their supply chains, AV providers need to align, or planners will find ones who do.
THE FUTURE BELONGS TO AGILE, TECH-SAVVY AV PROVIDERS.
Event planners are under more pressure than ever to deliver the best, immersive and flawless experiences. They must achieve all of this while staying on budget, being sustainable, and satisfying hybrid audiences.
AV providers who still rely on old school methods, poor communication, or rigid packages? They are getting left behind. Instead, planners are choosing AV partners who:
- Invest in the latest gear and creative tools.
- Offer reliable and transparent service.
- Customise everything to fit the event’s vibe.
- Make sustainability a priority.
- Show up early, stay late, and solve problems before they happen.
In short, the games have changed, and event planners are switching AV providers because they want more. More innovation, more reliability and more value.
