AV Trends and the Art of Producing a Powerful Corporate Event

For this Vivid Perspective, I was joined by Sam Wehrmeyer, Executive Producer at The Catalyst Companies, and Dr. Carol M. Press, retired Professor of Dance History at UC Santa Barbara, to provide their insights and expertise.

Audio visual (AV) technology has always been the spine of live events—but in 2025, it’s more than a support system. It’s a storytelling device. A strategic amplifier. A business tool.

Corporate events today—from sales kickoffs and leadership summits to client activations and award galas—are being redefined by AV dynamics that demand both creative fluency and technical precision. And with rising costs, complex supply chains, and increasing audience expectations, planners must now balance poetry and production in equal measure.

The State of AV in Corporate Events: 2025 Trends & Dynamics

AV in corporate settings has become a living ecosystem. Some of the most notable shifts we’re seeing include:

1. Immersive, Interactive, Intentional

Clients want more than "lights and sound." They want immersive moments that:

• Support key messaging

• Reflect brand tone and identity

• Deliver dynamic interaction between speaker and audience

Projection mapping, LED walls, custom soundscapes, and live-polling integrations are becoming the standard for high-impact productions.

2. The Rise of Hybrid Infrastructure—Even for In-Person Events

Even fully in-person events now rely on hybrid-ready infrastructure: seamless streaming, recording capabilities, and multiple camera angles for executive communications, later-use content, and global distribution.

3. Minimalism with Impact

There’s a shift toward doing more with less: sleek, efficient designs that still feel bespoke. Smaller crews, tighter run-of-shows, and smarter use of lighting and space are part of the post-COVID recalibration and impact from tariffs, ensuring scale without compromise.

Reflections from the Stage: What Dance Lighting Can Teach Us

Bringing in some of my personal dance, choreographic, and production background, in Contemporary Dance Lighting: The Poetry and the Nitty-Gritty, authors Carol M. Press and Vickie J. Scott emphasize that lighting is far more than illumination—it’s intention. Their message is clear throughout the book: lighting must serve the work, not simply adorn it.

This philosophy is deeply applicable to corporate event design. Like in contemporary dance, AV in business events should be used to shape emotional pacing, focus attention, and elevate message delivery—not just fill space with light and sound. When lighting and sound are designed with intention, they disappear into the experience—felt before they’re consciously noticed.

This is where the power of the AV partner comes in.

The Power of the Right AV Partner

An AV company isn’t just pushing buttons—they’re helping deliver the story.

The difference between a good event and a great one often lies in working with intuitive, proactive AV professionals who understand the narrative arc, not just the equipment list.

The Evolution of AV Partnerships

“AV used to be brought in after the creative was locked,” Wehrmeyer explains. “Now, the best events start with AV at the table—during agenda design, script development, even stage layout. It’s no longer just about execution. We’re helping shape the experience from the inside out.”

This evolution has elevated AV from vendor to creative partner. Today’s top AV teams don’t wait for direction—they co-author the strategy, suggest technical storytelling moments, and anticipate show flow issues before they become problems.

Building Trust Between Producers and Planners

At the heart of a seamless show is a well-aligned team. According to Wehrmeyer, the most successful productions happen when producers and AV leads work like co-directors:

“Trust is built in the details—pre-calls, show flow drafts, shared tech language. But it’s also built in the attitude. When planners see AV not just as a service, but as a stakeholder in the show’s outcome, everything clicks.”

He emphasizes that early collaboration fosters clarity: shared vocabulary, aligned priorities, and space for creative problem-solving—before the clock is ticking on-site.

Making Producers and Planners Look Good

Perhaps the most overlooked role of a great AV partner? Making sure the client-facing team shines.

“Our job isn’t just to run the show—it’s to make sure the producers and planners look flawless in front of their clients,” Wehrmeyer says. “When the AV team is in sync from inception to execution, we move as one. There’s no gap between vision and delivery.”

This requires mutual respect, clear communication, and shared ownership of outcomes. The AV team doesn’t just execute cues—they carry the weight of the event’s success right alongside the planners, ensuring every moment reinforces confidence and credibility.

What Clients Overlook Most Often About Tech

“Clients often focus on the what—the gear, the look, the cues,” Wehrmeyer says. “But they overlook the why. What’s the story we’re trying to tell? Where’s the emotional peak? What do you want people to remember when they walk out of the room?”

When the goal is clear, AV becomes surgical—not scattered. “It’s not about how much tech you use,” he says. “It’s about how purposefully it’s deployed. One lighting cue at the right moment is more powerful than 100 LED fixtures used just because the budget allowed for it.”

Ultimately, Wehrmeyer sees AV as the connective tissue between content and feeling, and at Vivid, we couldn’t agree more.

“Technology can’t save a weak message—but the right AV can make a great one unforgettable.”

Budgeting for AV in Today’s Climate

With inflation and tariffs impacting gear and labor, here’s what we recommend clients plan for:

Budget Benchmarks

• 15–25% of your total event budget should be allocated for AV.

• Plan on higher percentages for general sessions or multi-room experiences with live cueing and custom design.

Factors that Drive Costs

• Load-in/load-out timing (tight turnarounds = overtime)

• Rigging and power needs (venue infrastructure matters)

• Union vs. non-union labor markets

• Show caller, stage manager, and scripting needs (worth the investment)

Tips to Maximize Value

• Bring AV into the planning process early—not after the agenda is locked.

• Use storyboards or visual mood boards to guide lighting and motion design.

• Bundle rehearsal days into rental contracts to minimize surprise labor costs.

Production Notes: How to Run a Seamless Show

Whether you're producing a CEO town hall or an awards dinner for 500, the same core principles apply:

• Define your narrative arc—even corporate content has a “beginning, middle, and end.”

• Appoint a single point of command (technical director or showcaller) to cue transitions.

• Tech rehearse everything, even keynotes. Especially keynotes.

• Have a backup plan for every show-critical element: mics, videos, presentations, internet.

Final Thoughts: AV is the Medium and the Message

Audio visual is no longer an afterthought—it’s a strategic narrative device. In the best events, it works like dance lighting: choreographed, intentional, invisible but unforgettable.

The most successful shows we’ve produced happen when every cue serves a purpose, every light breathes with the story, and every partner is aligned in pursuit of one thing: impact that lingers well beyond the applause.