Great weddings run on great sound and visuals — and the details are easy to overlook until the day itself. Use this checklist as you plan, and share it with your AV supplier so everything is covered.
The ceremony
You need clear sound so every guest hears the vows and speeches. That usually means a PA system, a microphone for the officiant, and lapel or handheld mics for readings. For garden and outdoor ceremonies, factor in backup power and weatherproofing.
The reception
This is where the sound has to work hardest — MC, speeches, first dance and the DJ or band. A properly sized reception PA, wireless mics for the MC and toasts, and a clean feed for the DJ keep the night flowing. Uplighting in your colours transforms the room.
The wow moments
Consider an LED screen for a photo slideshow or a live relay so guests at the back see the first dance. Cold-spark fountains for the entrance or first dance, and warm festoon lighting for ambience, add the magic that guests remember.
Don’t forget the basics
Backup power for outdoor venues, an on-site technician for the whole day, and a run-through of the timeline with your AV team. Booking early is the single best thing you can do — popular wedding dates go fast.
The timeline nobody plans
Sound and AV need a schedule of their own alongside the wedding timeline. When does the venue open for setup? When is soundcheck, and who is available for it? How long between the ceremony ending and the reception needing sound in a different room? Weddings frequently have the ceremony and reception in separate spaces, and moving equipment between them takes real time. Agree that changeover window with your venue and supplier rather than assuming it happens instantly.
Brief your MC and your supplier together
Your MC is the person actually driving the day, and they need to know how the sound works — where to stand, which microphone is live, when music cues in and out, and who to look at when something needs changing. A ten-minute conversation between the MC and the technician before guests arrive prevents most of the awkward moments that otherwise punctuate a reception.
Music rights and playlists
Decide in advance who supplies the music for the ceremony, the entrance, the first dance and the background during dinner. Hand your playlist over well before the day, ideally as files rather than a streaming link — venue wifi is unreliable and a dropped connection during the first dance is memorable for the wrong reasons. Confirm the exact version of each song, since covers and radio edits differ in length and can leave you dancing to an unexpected ending.
What to confirm a week before
Final guest numbers, the confirmed running order, the access and changeover times, who is speaking and how many microphones they need, the wet-weather plan if any part is outdoors, and contact numbers for the venue coordinator and every supplier. Send this to your AV supplier as one message. Almost every wedding-day AV problem traces back to information that existed but was never passed on.
Frequently asked questions
What sound equipment does a wedding need?
At minimum: a ceremony PA with microphones for vows and speeches, a reception sound system for the MC, toasts and dancing, and wireless mics. Uplighting, LED screens and effects are popular add-ons.
How early should we book wedding AV?
As early as possible. Popular dates book up quickly, so reserve your sound, lighting and screens well ahead to secure availability.
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