Less Gear, More Impact: 9 AV Tech Tactics for In-Person Attendee Engagement

In-Person Engagement, Powered by Purposeful AV

Great in-room experiences aren’t built on the flashiest gear—they’re built on clarity, flow, and human connection. The AV choices you make (and the people operating them) determine whether attendees can see, hear, and engage without friction. As Andrea Velasquez, AMI’s Head of Event Technology, puts it: “What really makes the difference is the people operating your gear—and the preparation we do before the event.”

This post takes a goal-first approach to AV for in-person meetings: sightlines that work from the back row, sound that’s present but never harsh, visuals that keep the lights on for note-taking, and run-of-show pacing that keeps energy up. It also emphasizes collaboration with in-house AV, simple decision trees that speed approvals, and quiet backstage coordination so service feels invisible to attendees. Introduce tech with purpose—include only what delivers clear value.

Below are 9 low-lift tactics to elevate the room without overcomplicating it: start with the outcome (not the equipment), put pros behind the consoles, co-produce with in-house AV, keep data legible with the lights on, design for sightlines and contrast, script quick in-room interactions, use process to remove friction, make backstage service consistent, and plan tiny backups that save the day.

1. Start with the outcome (not the equipment)
   Before you even talk about gear, define what you want attendees to see, feel, and do in each moment of the event. When you start with goals, the tech naturally supports them.
   “It’s all about achieving client goals,” says Andrea Velasquez, AMI’s Head of Event Technology.

2. Put pros behind the consoles
   The smoothest shows don’t come from the flashiest gear—they come from skilled operators and solid prep. Experienced AV teams anticipate problems before they happen.
   As Andrea puts it: “What really makes the difference is the people operating your gear, and all the preparation we do prior to an event.”

3. Co-produce with in-house AV
   Think collaboration, not competition. When you align with in-house AV teams on standards, cues, and success metrics, everyone wins—especially the client.
   “We work together with the in-house AV team because we’re all on the same team. We all want the client to be happy after the event,” Andrea explains.

4. Keep the lights on for data-heavy content
   Don’t leave your audience squinting. Use displays, iPads, or extra monitors so attendees can see detailed slides—without dimming the room and making note-taking harder.
   “Sometimes slides are really data-heavy… we’ll bring individual iPads for every attendee so they can see the minutiae and keep the lights on,” Andrea says.

5. Design for sightlines and legibility
   Simple adjustments like screen height, font size, and seating layout can make the back row feel like the front. Good design keeps everyone engaged and comfortable.

6. Script quick, low-lift interactions
   A show of hands, a couple of live questions, or short table huddles can re-energize a room instantly—without adding complexity or eating into the schedule.

7. Use process to remove friction
   Decision trees and workflows streamline approvals and free planners to focus on what matters most: the attendee experience.
   “We tackle it with decision trees and established processes. We take on the planning and leave the decisions and approvals to the client,” Andrea notes.

8. Make service invisible (and consistent)
   The best backstage work is the kind attendees never notice. Smooth cueing, seamless transitions, and consistent timing create a steady rhythm that supports the whole event.
   “Listen to what the technology is supposed to solve,” Andrea reminds us.

9. Plan tiny backups that save the day
   Spare microphones, extra batteries, and backup playback options aren’t glamorous—but they can rescue an event when surprises pop up.
   “Always plan for worst-case… Having backups and spares makes you sleep better,” Andrea says.