Frequently Asked Questions

We offer both options. We have pre-built packages for common setups like general sessions and breakout rooms that simplify budgeting and planning. However, every event is different, so we also offer fully customizable a la carte pricing. Most clients find that a hybrid approach—starting with a package and adding custom elements—gives them the best value.

Absolutely not. We believe in full transparency. Your proposal will clearly outline all costs including equipment, labor, travel, setup/teardown time, and any power or rigging requirements. We walk through the quote with you line-by-line so there are never any surprises on your invoice.

Yes, every event includes at least one dedicated AV technician who stays on-site for the entire duration of your program. For larger productions like general sessions, multi-room conferences, and road shows, we deploy a full technical team led by a technical director who serves as your single point of contact.

Absolutely. We regularly set up and support 10–20+ breakout rooms with independent AV systems running simultaneously. Each room gets its own audio, video, and lighting setup, and our team monitors all rooms throughout the event to ensure everything runs smoothly.

Yes, we have extensive experience with outdoor events. We use weather-appropriate equipment rated for outdoor use, implement backup plans for inclement weather, and provide portable power solutions including generators and battery backups. We also factor in ambient noise and sunlight when designing your outdoor AV setup.

Yes, we offer full live streaming and webcasting services. Our streaming packages include multi-camera switching, lower-third graphics, pre-roll content, and platform support for Zoom, Teams, YouTube Live, Vimeo, and custom RTMP destinations. We handle all the technical production so your virtual audience gets a broadcast-quality experience.

We recommend booking 4–8 weeks in advance for smaller events and 2–3 months for large conferences, multi-day programs, or road shows. Earlier booking ensures equipment availability—especially during peak event season (September through November and January through March). That said, we understand that events sometimes come together quickly and do our best to accommodate last-minute requests.

We carry backup equipment on-site for all critical components—spare projectors, backup audio processors, extra wireless microphones, and redundant signal paths. Redundancy is built into our setup process from day one. In the rare event that something does fail, our technicians can swap gear quickly, often without your audience even noticing.

Yes, full setup and teardown is included with every event. We arrive well before your program begins to install, configure, and thoroughly test all equipment. After the event, we stay until breakdown is complete and the venue is cleared. You never have to worry about the logistics of getting gear in or out.

We use professional-grade, commercial equipment from industry-leading brands including Christie, Panasonic, and Barco for projection, Da-Lite and Draper for screens, and QSC, Shure, and Sennheiser for audio. All of our gear is commercial-grade—the same equipment used in major convention centers and broadcast studios.

Yes, we offer confidence monitors, teleprompters, speaker countdown timers, and presenter tools as part of our stage production packages. Confidence monitors can display the current slide, next slide, speaker notes, and a countdown clock—giving your presenters everything they need to deliver polished, professional talks.

We offer custom-sized LED video walls ranging from small accent walls (6 feet wide) to massive stage backdrops (40+ feet wide). Our LED panels are available in various pixel pitches for both indoor and outdoor use. We handle the full design, rigging, and content management so your video wall makes the maximum impact.

Yes, we travel nationwide for road shows, multi-city events, and national conferences. Texas is our home base, but we go wherever your event takes you. We have experience producing events across the country and handle all travel logistics, equipment shipping, and on-site coordination regardless of location.

Absolutely. San Antonio, Austin, and Houston are our three primary markets, and we have dedicated teams serving each city. We know the major venues in all three markets inside and out, which means faster setup, better pricing, and fewer surprises on event day.

Yes, hybrid event production is one of our core specialties. We design setups that deliver a premium experience for both in-person and virtual audiences. Our hybrid solutions include professional live streaming, virtual breakout rooms, real-time audience engagement tools, and remote presenter integration—all managed by our on-site technical team.

We support all major streaming and webconferencing platforms including Zoom, Microsoft Teams, Webex, YouTube Live, Vimeo Livestream, and any platform that accepts a custom RTMP stream. We can also stream to multiple destinations simultaneously and integrate with event platforms like Hopin, Swoogo, and Cvent.

We specialize in corporate events—general sessions, breakout rooms, multi-day conferences, town halls, board meetings, awards galas, product launches, and multi-city road shows. Our focus on the corporate market means we understand the unique requirements of business events, from executive presentations to large-scale productions.

We deliver the same—or better—production quality without the corporate overhead, inflated pricing, or impersonal service. With Astro AV, you get a dedicated team that knows your event inside and out, a single point of contact from planning through execution, and the agility to adapt quickly when things change. We are big enough to handle any size event, but small enough to actually care.

Getting started is easy. Contact us through our website or call (210) 555-0199. Tell us about your event—date, venue, audience size, and what you are looking to achieve—and we will put together a free, no-obligation proposal within 24–48 hours. From there, we handle everything so you can focus on your content and your attendees.