Planning an event in Seattle?
Whether you’re planning a nonprofit fundraiser, corporate retreat, or private celebration, Seattle offers an incredible range of venues, vendors, and views for your next event. But let’s be real—pulling off a seamless event in the Emerald City takes more than just good intentions and a great guest list.
One of the most overlooked, and yet most critical, parts of event success? Your audio visual (AV) setup. Done right, AV is invisible. Done wrong, it’s all anyone remembers.
Here’s your guide to planning an unforgettable event in Seattle—with tips for venues, vendors, timelines, and making AV feel (almost) effortless.
1. Choose the Right Event Venue for Your Vision
Seattle is filled with diverse spaces that suit every type of gathering. From waterfront rooftops to industrial warehouses and garden courtyards, there’s something for everyone.
When choosing a venue, think beyond capacity and catering—consider layout, acoustics, and AV capabilities. Will you need screens or projectors? Are there built-in speakers or will you need a full sound setup?
👉 For more inspiration, check out our full roundup of favorite local venues here.
2. Bring in AV Support Early (Like… Really Early)
We get it—AV is easy to postpone. Maybe you’ve had tech headaches before. Or maybe you’re worried someone will talk to you about cable runs and digital mixers and you’ll just nod politely.
But here’s the thing: AV is one of the few vendors that impact every moment of your event. From speaker mics to background music to video cues—when it’s not right, you feel it.
The good news? When you bring in the right AV team early, they can:
- Join you for site walk-throughs
- Help evaluate venue capabilities
- Build a clear plan that supports your goals and event flow
- Coordinate with other vendors so you’re not juggling
We call it “AV uncomplicated,” and it’s how we help planners breathe a little easier.
3. Build a Realistic Timeline (With Time for Tech)
A solid event timeline is more than a run-of-show. It should include time for:
- Speaker mic checks
- Video and presentation testing
- Transitions and cues
Giving your AV team dedicated time during setup (and even a brief rehearsal, when possible) helps avoid awkward delays or tech glitches.
🎯 Pro Tip: Build a buffer. Even a 10-minute AV window can make a huge difference in speaker confidence and show flow.
4. Prepare Your Presenters Like a Pro
Whether they’re nonprofit staffers sharing heartfelt stories or panelists at a conference, your presenters deserve to feel supported, especially if public speaking isn’t their comfort zone.
One organization we worked with, KidVantage, incorporated the guide into their speaker prep—and it made all the difference. “The room was silent—everyone was watching,” Kim told us. “If people can’t hear or see, the story isn’t heard. Live Oak AV made sure every voice was clear, and every story was seen.”
Some of the most common issues we see are simple to fix:
- Wearing clothing that interferes with lavalier mics
- Not knowing how to hold a handheld mic
- Getting tripped up by lighting or stage setup
We created our Feminist Guide to Presenting to help non-professional speakers feel confident, supported, and heard. (Literally.)
5. Think About Guest Experience—AV Plays a Role
It’s easy to overlook, but sound and visuals play a big role in the guest experience:
- Music that’s too loud or muffled can kill the vibe
- Poor lighting makes photos and video look flat
- Feedback from a mic instantly pulls people out of the moment
For Ben Bridge’s hybrid holiday preview, we used everything from uplighting and a document cam to festive livestream framing to make the experience shine, both in the ballroom and on screen. “Live Oak AV’s execution of the livestream feed was better than I imagined.” “I appreciate that they took time to understand our vision and then made suggestions to bring it to life… I also appreciated that they were flexible when we had to make last-minute changes during the meeting.”
The right AV team helps ensure your guests feel immersed, welcome, and connected, without even realizing it.
6. Plan for Seattle-Specific Logistics
Hosting an event in Seattle comes with a few special considerations:
- Weather: Outdoor event? Have a backup plan. (And maybe a few umbrellas.)
- Parking and load-in: Downtown venues and historic buildings may have limited access.
- Venue policies: Some venues have preferred vendors, others don’t allow amplified sound.
For example, when A Sacred Passing hosted a conference in a warehouse space, we worked closely with their team to troubleshoot unique challenges early on.
“The site visit, the flexibility, the desire to help make it work—it felt like we were all a part of a team, and that was lovely.” “SO MUCH LESS STRESS!!!”
We’ve worked in hundreds of Seattle spaces—we’re happy to offer advice during the venue selection process or help navigate those details with you.
7. Work With an AV Team That Has Your Back
At Live Oak AV, we’ve supported everything from intimate weddings to 600-person luncheons to deeply personal community events. We’re proud to be local, women-owned, and community-rooted.
More importantly, we’re here to make your event easier, not harder. You don’t need to speak AV. That’s our job.
Let’s work together to make your next Seattle event smooth, stress-free, and unforgettable.
📥 Contact us to set up a walk-through or consultation.
