Wedding AV is deceptively hard. Multiple moving parts (ceremony, cocktail hour, reception), a mix of vendors (officiant, DJ, videographer), and zero tolerance for a mistake at the moment that matters most. Here's the checklist we send Chicagoland couples so nothing gets missed.
Ceremony audio
- Officiant microphone. Wireless lav or headset — not a handheld you have to remember to pass around. Test it on the officiant before the processional.
- Vow microphone. A second wireless (handheld or lapel) so vows are audible, not just intelligible from the front row.
- Music playback. Ceremony playlist on a dedicated device with a wired connection to the PA. Not a Bluetooth speaker.
- Backup channel. One spare wireless mic on a different frequency in case the primary fails.
- Outdoor considerations. Wind causes lav-mic noise. Foam windscreens are non-negotiable. Rain plan for outdoor gear.
Cocktail hour
- Background audio. A small PA (or two if the space is L-shaped) at conversation-friendly volume.
- Toast microphone. If any speeches happen during cocktails, plan a mic in advance rather than hunting for one.
- Playlist source. Same as ceremony — dedicated device, wired, tested.
Reception
- Reception PA. Sized to guest count and room. A single QSC K12.2 handles 60 guests comfortably; larger receptions need a stereo pair, often with a sub.
- DJ integration. If your DJ brings their own gear, coordinate who's providing what — you don't want two PAs fighting for dance-floor real estate. Often the DJ's gear covers the dance floor and yours covers speeches at head table.
- Toast microphone. One wireless handheld, plus a backup, plus a wired handheld for anyone who chews the mic (there's always one).
- First-dance mix. If you want the studio version of the song, tell the AV / DJ team in advance. Wireless mics off, PA levels checked.
- Uplighting. Optional but transforms the room. Warm white for a classic look, or accent colors for a modern vibe.
Video and photography coordination
If you're hiring a videographer, they need a clean audio feed too. A wireless lav on the groom or officiant paired with the videographer's recorder is the norm. Alternatively, the AV team can provide a direct feed from the mixer to the videographer's kit. Discuss this at least a week before the wedding — day-of coordination is chaos.
If you want a livestream for guests who can't travel, add it to the scope early. Even a single-camera ceremony stream needs a plan for internet, camera position, and audio.
Load-in and timing
- Ceremony load-in: 1–2 hours before guests arrive.
- Reception load-in: Usually done during cocktail hour if the room is available; otherwise pre-ceremony.
- Soundcheck: 30 minutes with the officiant before ceremony; 30 minutes with the DJ before dinner.
- Load-out: Depends on venue rules. Some allow next-morning pickup; some require immediate strike.
Questions to ask your AV vendor
- How many wireless microphones will I have, and how many backup channels?
- Who's providing the reception PA — you or the DJ?
- Do you carry insurance and can you provide a COI for my venue?
- Do you have a wet-weather plan for the outdoor ceremony?
- When is the deposit due and when's the balance?
Planning a Chicagoland wedding? Get a wedding AV quote and we'll walk through the timeline with you.
The morning-of timing that actually works
Wedding day timelines are famously optimistic. AV setup in particular is the moment where the timeline collides with reality — and where a couple's stress spikes because the ceremony space isn't ready. Here's what timing actually works for a typical Chicagoland wedding:
- 4 hours before ceremony: AV team arrives at ceremony space. Confirms power, walks the space, confirms with venue coordinator.
- 3 hours before: Setup begins. PA speakers positioned, wireless receivers running, cabling routed.
- 2 hours before: Officiant arrives for microphone fitting. Wireless lav clipped, checked, level-set. Backup channel confirmed.
- 1 hour before: Soundcheck with music playback. Ceremony PA verified at appropriate level. Officiant walks through their opening remarks with mic.
- 30 minutes before: AV team stands down for guest arrival. Everything is powered and hot; only the "go" cue remains.
- Doors: Ceremony proceeds.
The reception setup happens in parallel, typically during cocktail hour if the reception space is separate from the ceremony. Reception load-in during cocktail hour is standard; expect the reception PA and DJ integration to be soundcheck-ready by the time guests move to the reception space.
Special ceremony moments and how AV supports them
Beyond the standard officiant + vows + music package, some ceremonies include moments that need specific AV planning:
Unity ceremonies (candle, sand, wine). These moments are typically silent or musically underscored. The AV team should have music cued and ready to fade in at the officiant's cue, then fade out cleanly when the moment ends.
Reading by a family member or friend. Give them their own wireless microphone (or a handheld on a stand). Test with them in advance if possible — readers are often less mic-experienced than officiants and need coaching.
Live music during the ceremony. Musicians need their own inputs into the PA. Coordinate with them ahead of time to know what they're bringing (acoustic guitar, violin, singer, string quartet) and provide the appropriate mics and DI boxes.
Multilingual or multi-officiant ceremonies. More microphones needed. Position for good coverage without feedback. Sometimes requires two separate wireless setups if two officiants are speaking simultaneously.
Recessional and grand exit. The music at the exact moment the couple recesses is the emotional peak of the ceremony. Have it cued and level-set in advance, not fumbled at the moment.
Ceremony livestream for remote family. Requires a dedicated camera and audio feed. If the ceremony is being streamed, the AV vendor and videographer need to coordinate — one of them owns the stream, not both.