Behind the Scenes: The AV Tools That Bring Events to Life
When you walk into a beautifully lit venue with crystal-clear audio and seamless visuals, you probably don’t think about what it takes to make that experience possible. That’s okay. You’re not supposed to. At Live Oak AV, our goal is to keep the technology invisible and your event unforgettable.
This blog is your backstage pass. Whether you’re planning a gala, a hybrid conference, or your first-ever auction, here’s what we bring, why we bring it, and how it all works together to support your story.
More Than Wires and Mics
At Live Oak AV, we’re known for keeping things simple on the surface. But behind that simplicity is a lot of careful planning. We’re not here to impress you with jargon or overcomplicate your event. We bring purpose-built gear that supports your message, enhances your guest experience, and lets you focus on what matters most.
The Headliners: Gear You’ll Definitely See
Projection Screens
Screens are often the first thing your guests will notice. A single 8-foot screen might work in a breakout room, but in a 400-person ballroom, it’s not enough.
We tailor screen type and size to your venue and guest count. Tripod screens are great for smaller spaces. Fast-fold screens with dress kits are ideal for larger events. Screen placement, height, and sightlines all affect how well your content is received. Done right, they anchor the room and elevate the professionalism of your event.
Lighting
Lighting quietly plays a starring role. From colorful uplights that reflect your brand colors to essential stage wash lighting that ensures presenters are visible on camera, our lighting tools offer both style and substance.
We also consider your venue’s natural lighting. In dim spaces like auctions or banquet halls, the right lighting makes sure your guests can see everything clearly, from bid cards to speaker expressions.
Audio Systems
Here’s something most people don’t expect: it’s not the video that makes or breaks an event — it’s the sound.
Research backs this up. A study from USC and the Australian National University found that when people hear distorted or low-quality audio, they tend to rate the speaker as less credible, less competent, and even less likable. The exact same message, delivered with clear sound, gets a much better response.
As Jennifer puts it, “The human brain will excuse less-than-perfect video, but it won’t excuse bad sound.”
That’s why audio is at the heart of what we do. We use multiple speakers to evenly distribute sound and avoid hot or cold spots in the room. We plan your audio setup based on how many people will attend, since more bodies in the room absorb more sound. We use trusted brands like Mackie, JBL, Shure, QSC, Electro-Voice (EV), and Yamaha. Our goal isn’t just volume, it’s clarity, warmth, and consistency.
Reference: USC Today, Why We Believe Something: Audio Quality Influences Perception
Digital Mixers: The New Favorite
Our techs are especially excited about digital mixers, and once you see them in action, you’ll understand why.
Digital mixers let us save audio “scenes” for different segments of your event. We can preprogram one setting for a keynote speaker, another for a band, and another for a panel discussion. Switching between them is as simple as pushing a button.
They also allow our techs to walk the room with an iPad, listen to what your audience hears, and make live adjustments on the spot. At fast-moving events like the Alki Art Fair, these mixers help us deliver a smoother, more consistent audio experience from start to finish.
Not sure what your event needs yet? Reach out anytime. We’re always happy to talk through options and help you figure out what will work best for your goals, your space, and your budget.
The Unsung Heroes: What You Might Not See (But Would Miss If They Weren’t There)
Audio patch cables and DI boxes.
Audio Patch Cables and DI Boxes
When they say “it’s the little things that make the biggest difference,” they are talking about audio patch cables and DI boxes! These small tools allow us to connect a laptop or phone to a mixer and are a frequent last-minute request, especially when someone shows up with embedded video in their presentation.
We always bring them. We don’t charge for them. And we never leave without them.
Adapters and PowerPoint Remotes
USB-C to audio. Lightning to HDMI. Whatever your laptop needs to connect to the projector. You don’t have to know what will work with your device. We’ve already thought about that.
And yes, we bring extras. People forget things. That’s normal. We’re ready for it.
Want a peek inside our go-bag? Check out our AV Tech Gift Guide for more of the essentials we bring to every show.
The Live Oak Difference: Gear with Purpose
We don’t buy gear because it looks impressive. We choose tools that serve your needs and your audience.
Simplicity helps us set up quickly and efficiently. Sustainability means we invest in gear that lasts and can adapt to a variety of spaces. Our client-first mindset means we choose equipment that solves problems and adds value.
Sometimes that means configuring a rack of microphones so we can roll it in and go. Other times, it means using powered speakers instead of a complex line array system because it’s the right choice for your venue and your budget.
Helping You Navigate AV Without the Overwhelm
We hear this a lot: “I don’t know what all this equipment does.” That’s perfectly okay.
We don’t expect you to understand the difference between a fast-fold screen and a line array system. Instead, we’ll ask you to tell us your story. What do your guests see when they walk in? What do they hear? What kind of atmosphere are you trying to create?
From there, we’ll map out the AV plan. We’ll show you what’s essential, what’s optional, and how it all supports your event goals. We’ll explain everything in plain language so you can feel confident and in control. And if you’ve had a rough experience with AV in the past, we’ll help rebuild that trust with transparency and support from day one.
Gear That Supports the Story
At Live Oak AV, our gear isn’t the star of your event. You are. We bring the tools that support your story, your goals, and your guests. Whether it’s a digital mixer or a humble adapter, every piece of gear we bring has a purpose. And that purpose is to make your event feel effortless.
Want to talk about what your next event might need? Let’s connect.
If you’re curious what other gear we pack, you can check out our AV Tech Gift Guide here.
Suggested Reading
Planning an event? Here are a few more helpful resources: