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How to Identify the Best AV Provider in 2026

AV Production AV Services Event Planner Tips Event Industry Apr 23, 2026 Conner Fernow

Finding the Best AV Provider

2026 brings about many new challenges for live events, so you may find yourself asking, “how do I find the best AV provider for my event?” The truth is not all AV teams are created equal, but you will know the difference when you have the right AV partner. If you’re frustrated with the cost or service from in-house AV, or considering a change because your current provider is only executing on part of their promises, these tips are for you.

How do I find the best AV provider for my event? Top 5 Tips for 2026

1. Ask for References & Make the Calls


When you look for a new handy man, gardener, or plumber what’s the first thing you do? Ask for references, right? If you can't find any good references you might use Google for references and read reviews to help you make an informed decision on who to hire. Similarly, when you are looking for or talking to a new AV company a great way to get an understanding of the value they provide, their quality of service, and what it is like to work with them is to ask for references. 

The internet is a wild fast-paced environment in 2026 with the advancement in AI-technology, so it continues to be your best friend when looking for AV references to call.

2. Ask to See an Event Portfolio

An image of the main stage at the HumanX conferenceOne way to see a company’s quality is to look at their event portfolio. This will give you a feel for what they can do and the attention to detail they put into their work. Ask to see videos as well since some event elements are not able to be experienced by pictures alone. Videos will give you a better picture of what a live show looks like and the capabilities of the AV team. 

If companies refuse to show you their past work, chances are they’re not confident in running a solid event. This would be a major red flag and you should avoid working with them. You want to work with a company like Clarity that has an epic and diverse portfolio of past events.

3. Ask to Visit an Event

Seeing is believing, and this is by far one of the best ways to qualify an AV company.
Get a behind the scenes look at what it’s like at the event and  see a live show first hand. Walk the room during "dark hours" and see the capabilities of the equipment in the room and the technicians working that show.

4. Be Transparent and Ask the Tough Questions

When you’re looking for a new AV provider it’s helpful to be upfront. Let the person you’re talking to know what’s important to you, what’s less important to you, and what your fears are. Put everything on the table, because it will bring you more information to make an informed decision.

Changing AV providers seems scary, but hiring the right AV provider will make your job less stressful. Knowing your AV team isn't another thing to worry about will free up your time to add more value into your event while they work on your behalf.

5. Make Sure They’re Built for 2026 Events

Events in 2026 are a different game. If your AV provider is still operating like it’s 2018, you’re gonna feel it real fast.

A picture of the main stage at HLTH 2025Today’s events are more hybrid, more digital, and way more experience-driven. That means your AV team needs to do more than just show up with gear. They need to understand how to connect in-person and virtual audiences, manage complex show flows, and adapt on the fly.

Ask them about things like:

  • Hybrid event capabilities and live streaming quality

  • LED walls, projection mapping, and immersive tech

  • Real-time content delivery for social and on-site screens

  • Sustainability practices like energy-efficient equipment and reduced waste

  • Redundancy plans in case something goes sideways

Also, speed matters now. Attendees expect things to just work. No delays. No awkward pauses. A strong AV provider in 2026 is part production team, part tech partner, and part problem solver that should do the thinking for you, not just reacting when something breaks.

Clarity Experiences: We're Here For You

In our experience, Clarity has been able to provide more value and better service to our clients for the same price as in-house or other AV providers.

If you’re not happy with the results of the AV on your event or you are looking for a consistent AV partner across all of your events, contact us. We’re here to help you find an AV experience that doesn’t add to the stress of the #6 most stressful job in America!

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Frequently Asked Questions

What should I look for in an AV provider in 2026?

You want more than just gear. Look for a team that understands live, hybrid, and digital events. They should be proactive, easy to communicate with, and able to adapt fast. Bonus points if they bring ideas to the table instead of waiting for instructions.

How important are references when hiring an AV company?

Very. References give you real insight into how the company actually performs. Not just what they say on their website. Take the extra step and make the calls. You’ll learn a lot from a quick conversation.

Why does an AV portfolio matter?

Because talk is cheap. A portfolio shows what they’ve actually done. Photos are great, but videos are even better. You get to see how their events feel in real time. Energy, flow, quality. It all shows up there.

Is it really worth visiting a live event before hiring an AV provider?

If you can, yes. It’s one of the best ways to see how a team operates under pressure. You’ll notice how organized they are, how the tech runs, and how they handle real-time changes. It’s like a behind-the-scenes pass.