Expert Explains: What Are AV Tech Rehearsals?

What They Are and Why Your Event Needs One

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Planning an event takes more than a solid schedule and a good venue. Whether it’s a wedding, a conference or a corporate meeting, the backbone of any smooth, professional production is the AV setup. Even the best equipment and most experienced crew can fall short without a proper tech rehearsal.

If you’ve ever had a mic go dead mid-speech or seen a video clip stall at the worst moment, you understand the risks of skipping this critical step. An AV tech rehearsal isn’t just a formality; it’s the key to making your event run seamlessly from beginning to end.

Our Channel Audio team breaks down exactly what an AV tech rehearsal is, why it matters and how it protects your event from technical surprises. If you’re looking for ways to improve your event’s success and make sure everything runs like clockwork, this is a step you can’t afford to miss.

What Is an AV Tech Rehearsal?

An AV tech rehearsal is a scheduled run-through of your event that focuses entirely on the audiovisual elements. Unlike a general event rehearsal where speakers might practice content or performers run through choreography, the tech rehearsal centers on your production's technical cues, transitions and timing.

Rehearsals are an opportunity to catch minor issues before they become show-stopping problems. Your AV team's check-list includes:

• Lighting cues

• Mic levels

• Video playback

• Camera switches

• Wireless signal strength

At Channel Audio, we treat AV rehearsals as a critical part of every successful event. It gives our crew and yours a chance to sync up, communicate clearly and walk through every detail before the event begins.

5 Reasons Why AV Rehearsals Matter More Than You Think

Here are five reasons why you shouldn't skip an AV rehearsal:

1. Minimize Technical Glitches

No matter how reliable your gear is, live events are inherently unpredictable. Projectors might misalign while wireless mics pick up interference, and HDMI inputs certainly aren't always well-behaved.

A tech rehearsal gives your AV crew the time to test and troubleshoot equipment in the actual space.

2. Establish Clear Communication

A lot happens behind the scenes of a live event. You’ve got speakers, hosts, panelists, stage managers, cue callers and tech operators all working together in real-time.

A rehearsal aligns everyone. Presenters know when their mics are hot. Slide changes match the script. The team running lights and sound understands exact cue points. Your attendees enjoy themselves.

3. Instill Presenter Confidence

Speakers or performers may not feel familiar with your AV gear. A tech run-through before the event allows them to get comfortable with the stage, the sound and the pace.

4. Practice Precise Timing for Complex Cues

Modern events often involve fast-moving visuals, lighting effects or video clips that need to hit on cue. Rehearsing helps you get the timing right, especially when specific moments tie to tech cues.

5. Learn Venue Layouts

Even if you’ve used the same gear at dozens of other events, every venue is different. Running a tech rehearsal in the actual venue gives your crew a chance to adapt on the fly.

AVIXA highlights the importance of rehearsal time in their 21-Step Meeting Planner Guide, noting that “there is no substitute for adequate rehearsal time... it may make the difference between a flawless performance and a disastrous one.”

What Happens During an AV Tech Rehearsal?

A typical AV tech rehearsal is a complete run-through of your event’s key transitions. When working with an AV team, the process starts with arrival and setup checks. The crew confirms that they've installed all equipment correctly and it's working as it should. These checks may include:

• Testing microphones

• Aligning video displays

• Verifying signal routing

• Checking audio clarity

Next comes a step-by-step walkthrough of your event’s schedule. The team goes through the run of show, cue by cue, to ensure everyone knows what’s happening and when. During this process, experts test all communication systems such as radios, talkbacks and intercoms to guarantee clear coordination throughout the event.

AV teams then introduce the presenters and performers to the gear they’ll be using. Whether it’s a microphone, a clicker or a stage monitor, they’re given a chance to get familiar with the equipment before showtime. After that, real transitions are rehearsed. The crew makes necessary adjustments to sound levels, lighting cues and screen content so everything flows without a hitch.

If time permits, the team wraps up with a final run of the whole program or a condensed version. A final AV run helps catch any last-minute issues and ensures the event is ready to go.

How to Schedule and Prepare for Your AV Tech Rehearsal

To schedule and prepare for your AV rehearsal, it’s important to book your AV vendor early. This preparation gives you time to coordinate schedules and avoid last-minute conflicts. Once you've secured a local AV vendor, book the venue with extra time for setup and rehearsal. Whenever possible, aim for access the day before your event to allow for an easy, unhurried run-through.

Make sure to send your run of show and all media files at least 48 hours before the rehearsal. This forethought gives the AV team time to prep content and troubleshoot any issues in advance. Encourage all presenters to attend the rehearsal, if possible. If someone can’t make it, designate a point person who understands the show flow and can relay key information.

It's vital not to rush the process. A full tech rehearsal can take anywhere from one to two hours depending on the size and complexity of the event. At Channel Audio, we include rehearsal time in every large-scale rental because we’ve seen how much it improves show quality and reduces stress on event day.

Why Local AV Teams Make Tech Rehearsals Easier

Working with a local AV provider makes tech rehearsals easier to coordinate and more reliable. Teams that know the area are familiar with the quirks of different venues, whether it's a downtown hotel, a rural property or a busy convention space. In a city like Nashville, TN, local experience is the difference between a smooth setup and last-minute surprises.

When you work with a local crew, the same team that installs your equipment also runs the rehearsal. That consistency helps avoid confusion and keeps everything on track.

Book Your Event's AV Tech Rehearsals Near Nashville, TN

If you want a polished, professional event without technical surprises, make a tech run-through part of your game plan. We can't overstate the importance of an AV tech rehearsal. It helps your team prepare, your presenters relax and your gear perform exactly as expected. Your event deserves more than crossed fingers. It deserves unshakeable confidence.

Ready to take the guesswork out of your event? Get in touch with Channel Audio and we’ll make sure your AV is show-ready with a full tech rehearsal built in throughout Middle Tennessee and the Mid-South.