Event planning
they'll talk about.
Venue, design, seating, catering coordination and in-house production. One team plans and runs your event from the first call to the final cue.
The whole experience
Your event.
Every detail.
One team.
Full-service event planning and management, built around your audience. From the first idea to the final cue, we bring strategy, creativity and production together.
Max AV Production is an Atlanta-based event planning and event management company serving corporate events, conferences, galas and private celebrations across the United States. We connect strategy, design, vendor coordination and on-site event management with the creative and technical production that brings a room to life.
From a national conference to a black-tie gala or a destination celebration, we build the plan around your people, your purpose and your priorities. You stay close to the decisions that matter. We keep the details moving.
Plan
The purpose, budget, venue, timeline and people. A practical foundation for an exceptional experience.
A thoughtful foundation
Design
The atmosphere, story and guest journey. Every touchpoint considered, from arrival to the final moment.
A feeling worth remembering
Produce
The crew, content, technology and live delivery. Creative ambition supported by a plan that works.
A vision brought to life
Designed for the people in the room
Make the moment matter.
Make every detail count.
Stock event photography · Visual inspiration
Full-service event planning
Complete event planning services.
Connected from the start.
Choose a complete planning and management scope, or bring us in where your team needs support.
Strategy & budgeting
A clear brief, realistic priorities and an event budget that guides every decision.
Explore event production
Venue sourcing & planning
Location research, site visits, room layouts and coordination with venue teams.
Explore venue inspiration
Creative direction & design
A connected visual story across scenic design, décor, signage and guest touchpoints.
Explore creative services
Vendor & catering coordination
A shared schedule for catering, rentals, décor and specialist vendors, with responsibilities clearly assigned.
Discuss vendor coordination
Guest experience & logistics
Registration planning, arrival flow, hospitality, accessibility and transportation coordination.
Plan your guest experience
Entertainment & programming
Talent coordination, speaker preparation and a program shaped around your audience.
Discuss your program
Audio, lighting & staging
Sound, lighting and stage environments designed alongside the event, from the first layout.
Explore audio production
LED, screens & visual content
Screen design, presentation media, motion graphics and branded content that work together.
Explore LED screen services
Video & photography
Multi-camera coverage, event photography and content to extend the life of your event.
Explore event video
Streaming & event technology
Live streaming, hybrid participation, event Wi-Fi and technical infrastructure.
Explore live streaming
Run of show & rehearsals
Detailed cue sheets, production schedules and rehearsals that prepare everyone for the live moment.
Explore stage design
On-site event management
Load-in, vendor arrivals, show calling, guest-facing coordination and a managed breakdown.
Explore corporate eventsYour proposal defines the services included. Catering, specialty rentals and other outside suppliers are coordinated to suit the event and venue.
Explore production capabilitiesThe Max AV difference
The production team?
Already at the table.
Event planners often hire a separate production company. With Max AV, planning, creative, production and technology are connected from day one.
Creative ideas with a practical plan.
Design and technical teams work together early, so the experience fits the venue, schedule and budget.
Fewer handoffs. Clearer ownership.
One connected event management company brings the moving parts into a shared plan, with a clear point of contact.
A guest experience that feels seamless.
The room, program, screens, sound and lighting are developed together. Your guests experience the result.
The art of an extraordinary experience
Award WinningProduction and Event Company
Thoughtfully imagined. Beautifully produced.
Events we plan & manage
Corporate events. Private celebrations.
The same considered approach.
A room full of leaders. A milestone worth celebrating. A brand ready for its next chapter.
Conferences & corporate events
A corporate event planner for the whole program: general sessions, breakouts, leadership meetings and sales kickoffs.
Galas & awards
Thoughtful hospitality, a cohesive room and precisely timed recognition moments for celebrations and fundraisers.
Brand experiences & launches
Bring a brand into the room through immersive environments, product reveals and carefully choreographed live moments.
Trade shows & expos
Connect exhibitor needs, presentation spaces, floor logistics and technical systems through one event plan.
Large private events
Milestone celebrations and ambitious private gatherings, with personal details and discreet coordination throughout.
Destination weddings
A complete celebration shaped around the destination, with design, vendor coordination and production planned together.
An experience at scale
Let the room
set the feeling.
Stock conference photography
Immersive screens. A room connected.
Our event planning process
A clear path.
From idea to event day.
Six connected steps keep decisions, responsibilities and delivery moving in the same direction.
Discover
We define your audience, goals, date, destination and budget.
A focused event briefPlan
We map the venue, schedule, scope, vendors and responsibilities.
A working event roadmapDesign
We develop the look, guest journey, stage and creative content.
One cohesive creative directionCoordinate
We connect suppliers, logistics, technical plans and approvals.
A shared production scheduleProduce
We manage setup, rehearsals, the live program and breakdown.
A coordinated event dayReview
We gather feedback, review the event and deliver agreed content.
A considered next step
Extraordinary celebrations
A thousand moving parts.
One unforgettable evening.
Private celebrations, beautifully considered.
Selected production work
See the experience
behind the promise.
Corporate event / Atlanta
Black Enterprise
Disruptor Summit
A published Max AV production project bringing speakers and an audience together in a distinctive branded environment.
View project
Awards gala / Atlanta Ballrooms
Small Business
Industry Awards Gala
Stage and décor design, lighting, branded content and show execution for the gala at Whitehall Ballroom.
Read case study
Industry expo / Cobb Galleria Centre
South Eastern IFT
Food Industry Expo
Stage, audio, exhibitor power, lighting and event networking brought into one coordinated technical plan.
Read case studyAtlanta roots. National reach.
Wherever you gather,
we bring it together.
Based in Atlanta. Built to support events across the United States. Your destination shapes the logistics; your vision stays at the center.
- Corporate meetings, conferences and touring programs
- Destination celebrations and large private events
- Venue coordination, crew travel and production logistics
Share your city, venue and dates. We’ll build a scope around the location and the experience you want to create.
Rooted in Atlanta. Ready to travel.
Your city.
Your occasion.
Our imagination.
Atlanta event planning.
Extraordinary by design.
From Georgia to the Southeast and across the United States, our Atlanta-based event planning company brings creative direction, event management and production to the place you have in mind.
Our home state
Georgia
It starts in Atlanta.
Corporate conferences. Galas. Brand experiences. Unforgettable private celebrations.
Savannah · Augusta · Athens
Macon · Columbus
Tennessee
Nashville · Chattanooga · Knoxville · Memphis
Alabama
Birmingham · Huntsville · Montgomery · Mobile
Florida
Jacksonville · Orlando · Tampa · Miami · Tallahassee
North Carolina
Charlotte · Raleigh · Durham · Greensboro · Asheville
South Carolina
Charleston · Columbia · Greenville · Myrtle Beach
Beyond the Southeast
Across the U.S.
One team. Wherever your event takes you.
Some events bring a city together.
Others are worth traveling for.
Atlanta & beyond / Venue inspiration
Remarkable venues.
A plan for yours.
The right venue is the start. We consider guest flow, staging, load-in, venue requirements and the atmosphere you want to create.
From our published work
Documented production experience in the Atlanta area.
Atlanta Ballrooms
Whitehall Ballroom
Small Business Industry Awards Gala
Cobb Galleria Centre
South Eastern IFT
Food Industry Expo
Southeast venue inspiration
Recognizable venues to explore. These listings do not represent Max AV project credits, endorsements or preferred partnerships.
Think bigger
Big ideas deserve
an extraordinary stage.
Planning a mega event? We can help source arena and stadium options, coordinate booking inquiries and shape the production brief around your audience and ambition.
Venue references illustrate scale; they are not Max AV project credits or preferred partnerships. Coca-Cola Arena is outside our nationwide U.S. page’s core service area.
Bookings are subject to venue availability, approval and contract. Supplier policies and technical requirements are confirmed directly with each venue during planning.
Your next event starts here
Bring the vision.
We’ll bring it to life.
Tell us where, when and what you have in mind. We’ll help shape the plan, the experience and the team to deliver it.
Your date. Your destination. Your ambition.
let's get startedTurn your vision into a flawless production
Max Audio Visual Production brings every detail of your event together—from venue selection and event design to vendor coordination, guest experience and on-site management. Share your vision, preferred dates and location, and our Atlanta-based team will create a tailored event planning proposal for your celebration or corporate gathering anywhere in the United States.
Have any questions? Find answers here!
Everything you need to know about planning and producing a corporate event with Max AV Production, from venue sourcing and budgets to run of show, live streaming and show-day backup plans. We plan events across Atlanta and the Southeast. If your question isn't here, just reach out and we'll answer it.
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Planning Your Event
Timelines, venues, budgets and what to ask before you hire an event company.
What is the difference between an event planner and an event production company?
An event planner handles the what, where and who: venue, budget, vendors, catering and the guest experience. An event production company handles what the audience sees and hears: staging, lighting, audio, video, LED walls and live streaming. Most planners hire production out, which adds a handoff and a second contract. Max AV Production does both in-house, so one team owns the plan and the show.
How far in advance should you plan a corporate event?
For conferences and events over 300 guests, start 6 to 12 months out, because the best venues and dates book first. Galas, product launches and mid-size meetings usually need 3 to 6 months. Smaller internal events can come together in 6 to 8 weeks. Production can move fast; venue availability is almost always what limits your timeline.
Can I bring my own AV company into a hotel or convention center?
Usually yes. However, many venues have an exclusive in-house AV provider and charge outside companies fees for power, rigging and connecting to the house sound system, often called patch fees. These fees are often negotiable, and the best time to negotiate is before you sign the venue contract. We review a venue’s AV terms during venue sourcing, so these costs don’t surprise you later.
What does a full-service corporate event company handle?
A full-service company handles everything from the first call to the final cue: venue sourcing and contracts, event design and theming, floor plans and seating, catering coordination with partner caterers, budget and timeline, run of show and on-site management. It also covers the full production: staging, lighting, audio, video, LED walls, live streaming, projection mapping, event content and event Wi-Fi.
What affects the cost of corporate event production?
The biggest cost drivers are attendance and room size, the number of rooms and breakouts, LED walls versus projection, the number of cameras, whether you stream, crew labor hours including setup and teardown, venue fees and travel. The two most common hidden costs are venue patch fees and overtime labor caused by a tight load-in window. Asking about both up front can save thousands.
What should a corporate event RFP include?
A strong event RFP lists your dates, expected attendance, the venue if already chosen, a draft agenda, the number of rooms, speaker and content needs, whether you’ll stream or record, brand guidelines and a budget range. Sharing a budget range isn’t giving away leverage; it lets vendors propose the right solution instead of guessing. The more detail you give, the more comparable the quotes you get back.
Can one company plan events in different cities or countries?
Yes. We plan and produce events across Georgia, Tennessee, Alabama and the Carolinas, plus international and destination programs. The same team travels with your event, so your planning and production stay consistent in every city. Our team has also produced large-scale events internationally, including in the UAE.
Production & Technical
Setup, screens, streaming and the backup plans that keep your event running.
What is a run of show?
A run of show is the minute-by-minute script for your event. It lists every speaker, video, lighting cue, microphone change and walk-in song in order. The planner, crew, venue and presenters all work from the same document, and a show caller calls each cue from it live. Events without a solid run of show are where dead air and missed cues happen.
What is a pre-event site survey, and does my event need one?
A site survey is a walkthrough of the venue before the event. It checks power, rigging points, ceiling height, the load-in route and loading dock, sightlines, internet and the venue’s rules. It catches problems while they’re still cheap to fix. We do one for every event we produce.
Should I use an LED wall or a projector for my corporate event?
Choose LED for bright rooms, daylight, outdoor events and anything that needs vivid contrast; it costs more but works in any lighting and at any size. Projection costs less for large, simple screens and is the only option for mapping video onto irregular surfaces, but it needs controlled lighting and throw distance. Many general sessions combine the two: an LED wall center stage with projected side screens.
How much setup time does a corporate event need at the venue?
A breakout or small meeting with a screen and sound can be set up in a few hours. A general session with an LED wall, staging and lighting usually needs a full day, and large conferences often need one to two days before doors open, plus time for a rehearsal. Include setup days when you book the venue, since many venues charge a reduced rate for them. Squeezing setup into the same morning as the event is the most common cause of overtime labor and rushed rehearsals.
How much internet do I need to live stream a corporate event?
Plan for a hardwired, dedicated connection with upload speed at least double your stream’s bitrate. A 1080p stream typically runs 5 to 8 Mbps, so 15 to 20 Mbps of dedicated upload is a safe target. Never stream over shared guest Wi-Fi. Add a backup connection, such as bonded cellular or satellite, and test it during the site survey.
How do you run a hybrid event that works for online attendees too?
Treat the online audience as a second room, not an afterthought. Give them a dedicated host, frame cameras for the stream and not just the ballroom, run a separate audio mix for online viewers, bring remote questions to the stage in real time, and do a full rehearsal on the actual stream. Most hybrid events fail because remote viewers just watch a wide shot of a room.
What happens if equipment fails during a live event?
Professional production teams build in redundancy so failures stay invisible to the audience: backup playback computers for presentations, spare microphones, dual streaming encoders, a second internet connection and battery backup on critical gear. Before hiring, ask any production company to walk you through their backup plan. A vague answer is a red flag.