What is audio visual equipment? A complete guide for event organisers

Have you ever attended an event where you could not hear the speaker properly? Or sat at the back of a conference room, struggling to read the presentation on the screen?

These problems can distract an audience, no matter how good the speaker or presentation is. This is where audio visual (AV) equipment makes a difference.

AV equipment helps people hear speakers, see presentations, follow demonstrations and enjoy an event. It includes everyday items such as microphones and speakers, as well as larger systems such as LED video walls, stage lighting and live streaming equipment.

The equipment you need depends on the event. A small business meeting may require little more than a screen, a laptop and a microphone. A large conference might need several microphones, multiple displays, professional lighting, cameras and a team to operate everything.

Choosing the right equipment can feel complicated, especially if you are organising an event for the first time. There are different technologies to compare, venue requirements to consider and costs to manage.

This guide explains the main types of AV equipment, how they work and what to consider before hiring them. You will also find practical tips, equipment comparisons and a checklist to help you prepare for your next event.

What is audio visual equipment?

Audio visual equipment is the technology used to play sound, display images and support communication at an event. People often shorten the term to AV equipment.

You will find it at corporate meetings, conferences, exhibitions, product launches, award ceremonies and training sessions. It helps presenters share information and makes it easier for audiences to follow what is happening.

For example, a conference might use microphones to capture speakers’ voices, speakers to distribute sound around the room and a large screen to display presentations. Lighting helps the audience see the stage, while cameras may record the event for people who cannot attend.

All these pieces of equipment serve different purposes, but they need to work together.

What does AV stand for?

AV stands for audio visual.

Audio covers anything related to sound, including speech, music and recorded audio. Visual refers to images, presentations, videos and other content that people see on screens.

In event production, AV can also include the equipment used to control these elements. This might involve an audio mixer, a video switcher or a lighting controller.

You do not need every type of equipment for every event. The aim is to choose what helps your audience hear, see and participate comfortably.

How does AV equipment work at an event?

Think about a speaker giving a presentation at a company conference.

They speak into a microphone. The sound travels through the audio system and reaches the audience through speakers. At the same time, their laptop sends presentation slides to a projector or LED screen.

A technician may control the sound levels, change slides, play videos and adjust lighting throughout the presentation.

A larger event may involve several technicians managing different systems. For a smaller meeting, one person might handle the basic setup.

The important thing is that the equipment works as expected before the event begins. Even a simple setup can cause problems if the connections are wrong or the sound and display settings have not been checked.

Why is AV equipment important for events?

Good AV equipment helps people focus on the event rather than struggle with its technical setup.

Clear sound makes it easier to follow a presentation. A suitable screen helps people read slides from different parts of the room. Good lighting keeps speakers visible and makes the stage look more inviting.

AV equipment also helps organisers deliver a more consistent programme. Videos can play at the right time, presentations can move smoothly between speakers, and remote attendees can follow the event when streaming is part of the plan.

Of course, expensive equipment does not automatically make an event successful. What matters is choosing the right equipment, setting it up properly and having the support needed to operate it.

What are the main types of AV equipment?

AV equipment comes in several categories. Some items are used at almost every corporate event, while others are only needed for particular setups.

The list may look long, but you rarely need everything. Start with your event programme and work out what each speaker, activity and audience group will need.

1. Audio equipment: Microphones, speakers and mixers

Sound is one of the first things to get right at an event. If people cannot hear the speaker clearly, they may miss important information or lose interest.

The right audio setup depends on the room, the number of speakers and the type of event.

Microphones help everyone hear the speaker

Microphones capture a person’s voice and send it to the sound system. Different types suit different situations.

Handheld microphones are useful for speeches, interviews, panel discussions and audience questions. They are easy to pass between speakers and work well for many types of events.

Lapel microphones attach to clothing, leaving the speaker’s hands free. They are useful for presenters who want to move naturally, although clothing noise and microphone placement can affect sound quality.

Headset microphones sit close to the speaker’s mouth. They are a good option for presenters who move around the stage or need to demonstrate something while speaking.

Lectern microphones are designed for people speaking from a fixed position. They are often used for formal speeches and presentations.

Boundary microphones sit on a surface, such as a conference table. They can be useful for certain meetings and group discussions.

So, which microphone should you choose? Think about how the speaker will move, whether they need their hands free and how many people will speak during the event.

A panel discussion with six people will need a different arrangement from a presentation delivered by one person.

Wireless microphones also need proper testing. Batteries, signal interference and frequency coordination can all affect performance. It is worth checking these details before guests arrive.

Speakers make sure sound reaches the audience

Speakers distribute sound around the venue. The right setup helps people hear clearly, whether they are sitting near the stage or towards the back of the room.

Smaller meeting rooms may work well with a compact speaker system. Larger venues may need several speakers positioned to cover different seating areas.

Some events also use subwoofers to reproduce low-frequency sound, particularly when music plays an important role. Stage monitors help presenters and performers hear audio during their delivery.

The aim is not simply to make everything louder. Sound should be clear and comfortable throughout the room.

Room shape, ceiling height, background noise and reflective surfaces can all affect how sound travels. If your event takes place in a large hall, ask your AV supplier to assess the room before recommending a system.

Audio mixers keep sound under control

An audio mixer allows a technician to manage different sound sources.

For example, a conference may use microphones for the keynote speaker, several panellists and audience questions. The system may also need to play videos or background music.

A mixer helps the operator adjust each source and keep the sound balanced.

For larger events, additional equipment may be needed to process sound or help prevent feedback. This is the unpleasant squealing noise that can occur when a microphone picks up sound from a speaker and sends it back through the system.

A proper soundcheck helps identify these problems before the event begins.

2. Video equipment: projectors, screens and LED walls

Visuals help audiences understand information and keep their attention on the presentation. They can also give an event a stronger identity through branded graphics, product videos and live camera footage.

The main question is which display will work best for your venue and content.

Projectors and screens

A projector displays an image on a screen. It is commonly used for presentations, training sessions and conferences.

Projection can be a practical option when the room has suitable lighting and enough space for the equipment.

Before choosing a projector, consider the following:

• Brightness: Will the image remain clear with the room lights on?
• Resolution: Can people read the text and see the details in your slides?
• Screen size: Will attendees at the back of the room see the content comfortably?
• Distance: Is there enough space to position the projector correctly?
• Room lighting: Will sunlight or stage lighting make the image difficult to see?

A projector that works well in a small meeting room may not be suitable for a large, brightly lit conference space.

The screen matters too. Its size, position and surface can affect how well the audience sees the image.

LED video walls

LED video walls use individual LED panels to create a large display. You will often see them at product launches, conferences, award ceremonies and exhibitions.

They can show presentation slides, videos, live camera feeds and branded graphics. Their size and shape can also be adapted to suit different stage designs.

One specification worth understanding is pixel pitch. This refers to the distance between the pixels on an LED display. A smaller pixel pitch generally suits closer viewing, while the best choice depends on how far the audience will sit from the screen.

You should also consider the wall’s size, resolution, brightness, power requirements and the type of content you plan to show.

LED walls can be useful when you want strong visuals in a brightly lit venue. However, they require suitable installation, control equipment and technical support.

EMS Events offers LED video wall hire for events that need large, clear displays.

LCD displays and confidence monitors

Not every event needs a large screen.

LCD displays can work well at exhibition stands, registration desks, breakout sessions and smaller meetings. They are useful for showing presentations, promotional videos and information.

Confidence monitors serve a different purpose. They allow presenters to see their slides, notes or timing information without constantly turning towards the main screen.

For a large conference, this small detail can make presentations feel more natural and help speakers maintain eye contact with the audience.

Should you choose an LED wall or a projector?

Both options can work well. The right choice depends on your venue, budget and presentation requirements.

Imagine you are launching a new product in a brightly lit exhibition hall. An LED wall may help your visuals stand out.

For a training session in a room where you can control the lighting, a projector may be all you need.

Before making a decision, discuss the venue and viewing distances with your AV supplier. This helps you avoid paying for equipment that your event does not require.

Check your presentations before the event

Even the right screen will not help if the presentation does not display properly.

Ask speakers to provide their slides and videos in advance. Check the file formats, screen proportions and connections they will need.

If several presenters are using different laptops, test their devices or arrange a reliable playback system.

It is much easier to solve a compatibility problem during preparation than while the audience is waiting.

3. Event lighting equipment

Lighting helps people see the stage, directs attention towards speakers and gives a venue the right atmosphere.

A business conference needs lighting that keeps presenters visible and supports clear video recordings. An awards ceremony may call for more dramatic effects.

Common types of event lighting

Wash lights spread light across a stage or area. They help keep speakers and performers visible.

Spot and profile lights focus attention on a particular person or part of the stage. They can be useful for keynote speakers and award presentations.

Moving-head lights can change direction and, depending on the fixture, colour and beam effects. They are often used for dynamic lighting during larger productions.

Uplighters illuminate walls and architectural features. They can help bring event colours into the room and make the venue feel more cohesive.

The right combination depends on the event. A business meeting may need simple stage lighting, while a product launch might use several lighting scenes to support different parts of the programme.

Why does lighting matter for video?

Lighting that looks good in the room does not always look good on camera.

A bright light behind a speaker can leave their face looking dark. Different light colours can make skin tones appear inconsistent. Poorly positioned lights can also create distracting shadows.

If you plan to record or stream your event, tell your production team early. They can consider camera positions and lighting together rather than treating them as separate tasks.

It also helps to rehearse lighting changes. When a speaker finishes and a video begins, the lighting should change at the right moment.

For help planning the visual side of your event, explore event lighting hire from EMS Events.

4. Cameras and live streaming equipment

Sometimes, the people attending in person are not the only audience you need to reach.

You may want to stream a conference to remote colleagues, record a keynote for future use or share a product demonstration with customers who cannot attend.

These requirements introduce another group of AV equipment.

Cameras capture the event

Cameras record speakers, panel discussions, demonstrations and audience activity.

A simple recording may need one camera. A larger production could use several cameras to capture wide shots, close-ups and different angles.

The number of cameras depends on what you want viewers to see. A single camera may be enough for a straightforward presentation, while a multi-camera setup can make a streamed conference more engaging.

Think about camera positions early. Cameras should capture useful angles without blocking the audience’s view or interfering with people moving around the stage.

What equipment Is needed for live streaming?

A live stream may use cameras, microphones, a video switcher, an encoder and suitable streaming software or hardware.

The exact setup depends on the platform and production. Some systems combine several functions, while larger events may use separate devices for more control.

The internet connection matters just as much as the equipment. A stream can suffer if the connection cannot handle the video and audio being sent online.

Do not assume that the venue’s Wi-Fi will be sufficient. Discuss the venue and production team’s connection requirements, and test the complete setup before the event.

Do hybrid events need special audio equipment?

Hybrid events need to work for two audiences at the same time: the people in the room and those joining online.

Remote attendees must hear the speakers clearly. People in the venue must also be able to hear remote participants when they join a discussion.

This can require careful audio routing, additional microphones and a suitable arrangement for returning remote audio to the room.

For example, if a remote guest speaks during a panel discussion, their voice needs to reach the room and the online audience without creating an echo.

A rehearsal with the actual streaming platform helps identify these issues.

EMS Events provides hybrid and virtual event production for events that need to connect in-person and remote audiences.

Should you record your event?

Recording can be useful when you want to share presentations with people who could not attend or keep a record for internal training.

Before the event, decide what you need to capture. You might want a full recording, individual speaker sessions or a short highlights video.

Also agree on how the files will be saved, who can access them and whether speakers or attendees need to give permission for recording.

Planning these details early makes it easier to capture the right content.

5. Specialist AV equipment for conferences

Some events need more than microphones, screens and lighting. International conferences, formal meetings and interactive sessions may require specialist equipment.

Simultaneous interpretation equipment

At an international conference, attendees may speak different languages. Simultaneous interpretation allows them to hear a translated version of a speaker’s words as the event continues.

A typical setup may include interpreter consoles, suitable interpreter facilities, transmitters and receivers. Depending on the system, the translated audio may be delivered through infrared or another suitable transmission method.

Before arranging interpretation equipment, confirm how many languages are needed and how attendees will listen to the translations.

You should also consider whether remote participants need access to the interpretation channels.

EMS Events provides event interpretation services and equipment for multilingual events.

Conference microphones and discussion systems

Formal meetings sometimes need microphones at individual seats or a system that allows delegates to speak in an organised way.

The setup depends on the room layout and number of participants. A small board meeting has different requirements from a large conference with dozens of speakers.

If you expect audience questions, decide how people will ask them and how microphones will reach them.

Autocue and confidence monitors

Presenters sometimes need help remembering their lines or keeping track of their slides.

An autocue displays prepared text so a speaker can deliver a scripted presentation while looking towards the audience or camera. A confidence monitor can display slides, notes or timing information.

These tools can be useful for formal speeches, recorded announcements and broadcast-style events.

Allow speakers time to practise with the equipment before going live. Text size, screen position and scrolling speed can all affect how comfortable it is to use.

Audience voting and interaction systems

Some events use digital polls, voting systems or audience response tools to encourage participation.

These can work well for training sessions, presentations and conferences where organisers want feedback or audience opinions.

Before choosing a system, consider the number of attendees, the type of questions and how you want to display the results.

If the event is hybrid, check whether remote participants can take part too.

6. Staging, rigging and other technical equipment

AV equipment needs a suitable place to sit, stand or hang. This is where staging and supporting infrastructure come in.

Stages and risers

Stages and risers give speakers and performers a raised platform. They can also help the audience see the action more clearly.

The size and layout should suit the number of speakers, stage furniture, screens and equipment.

Remember to leave enough room for people to move safely. Steps, access routes and the position of lecterns or cameras should all be considered during planning.

Trussing and rigging

Trussing can support lighting, speakers and other equipment above the stage or audience.

However, suspended equipment must be installed correctly and supported by suitable structures. A venue ceiling should never be assumed to support additional equipment without confirmation.

Outdoor events need extra care because wind and changing weather conditions can affect temporary structures and suspended equipment.

These decisions should be handled by competent professionals who understand the equipment, installation requirements and relevant safety guidance.

The UK’s Health and Safety Executive provides guidance on outdoor equipment used to support speakers and lighting.

Cables and power supplies

AV systems need power and connections to carry sound and video signals.

A large event may have cables running between microphones, control desks, screens, cameras and other equipment. These connections must be planned so they do not create unnecessary hazards or interfere with the event.

Cable routes should be kept away from walkways where possible. Where cables cross pedestrian routes, suitable protection should be provided.

The production team should also check power requirements and follow the venue’s electrical safety arrangements.

The Health and Safety Executive’s electrical safety guidance for events offers further information.

How do you choose the right AV equipment for your event?

Choosing AV equipment becomes much easier when you start with the event itself.

You do not need to know every technical specification before speaking to a supplier. You do need a clear idea of what you want the audience to experience.

1. Start with your event plan

What type of event are you organising? How many people will attend? Will there be one speaker, a panel discussion or several sessions?

Write down the main activities and identify where sound, screens, lighting or cameras will be needed.

A product launch may need large displays and carefully planned lighting. A training session may need readable slides and microphones for questions.

The programme gives you a starting point for the equipment list.

2. Understand the venue

A venue can affect your AV choices more than you might expect.

Consider the room size, ceiling height, seating arrangement, natural light and acoustics. Check where the stage will go and whether everyone will have a clear view.

Ask the venue about available power, internet access, rigging restrictions, loading arrangements and setup times.

If possible, arrange a site visit with your AV supplier. It is easier to spot potential problems before equipment arrives.

3. Think about what your audience needs to see and hear

Imagine sitting in the last row of your conference.

Can you hear the speaker clearly? Can you read the presentation? If a video plays, will you hear the sound? If the speaker moves around the stage, will they remain visible?

These simple questions help you identify the equipment that matters most.

Also consider whether attendees will need microphones for questions, monitors for demonstrations or interpretation receivers.

4. Check presentations and other content

Ask speakers to provide their slides, videos and other materials before the event.

Check the file formats and connections needed to play them. Confirm whether presentations will come from individual laptops or a central playback system.

If your event uses an LED wall, ask about the content dimensions and resolution. If it uses projection, make sure the slides will remain readable at the intended screen size.

5. Decide whether you need streaming or recording

If people will join remotely, you need to plan for their experience as well as the one inside the venue.

Consider cameras, microphones, internet access, streaming software and how remote attendees will take part.

If you only need a recording, your requirements may be simpler. Either way, decide what needs to be captured before selecting the equipment.

6. Confirm who will set up and operate the equipment

Hiring equipment and operating it are two different things.

Some setups are simple enough for an experienced in-house team. Others need technicians to install the equipment, test connections, manage sound levels and handle problems during the event.

Ask your supplier what is included. Find out whether a technician will stay for the duration of the programme or leave after installation.

7. Plan for Problems Before They Happen

Even a well-planned event can experience technical problems.

A laptop may fail, a microphone battery may run low or a video file may not play. For a streamed event, the internet connection may become unstable.

Think about the most important parts of your setup and how you would recover if something went wrong.

This might mean keeping backup presentation files, spare batteries or an alternative playback device available.

The aim is not to duplicate every piece of equipment. It is to prepare for problems that could seriously disrupt the event.

How much does AV equipment hire cost?

AV equipment hire costs depend on what you need, where the event takes place and how much technical support is required.

A small meeting may only need a display and a few microphones. A large conference could involve LED walls, several cameras, stage lighting, streaming equipment and a technical crew.

There is no single price that suits every event, so it helps to understand what affects the quotation.

What affects the cost of AV hire?

The equipment itself: Larger screens, additional microphones and specialist systems can increase costs.

The hire period: A one-day event has different requirements from a conference running over several days.

Delivery and installation: Transport, setup and collection may be included in the package or charged separately.

Technical staff: Some events need technicians for installation only. Others require operators throughout the event, including rehearsals and breakdown.

The venue: Limited access times, difficult loading arrangements and rigging requirements can affect the work involved.

Additional services: Recording, live streaming, interpretation and bespoke stage design may add to the overall cost.

How can you compare AV quotes?

When you receive quotations, check that each supplier is pricing the same requirements.

One quote might include equipment only, while another includes delivery, installation, technical staff and live support. Comparing the headline prices alone could give you the wrong impression.

Ask each supplier to explain what is included, what costs extra and what happens if the event runs beyond the agreed hours.

It is also worth checking whether the proposed equipment is suitable for your venue and audience.

The cheapest option is not always the best value. The aim is to get the equipment and support you need without paying for features that add little to your event.

Should you hire AV equipment or use a full production service?

The answer depends on how complex your event is and whether you have the people and experience to manage the technical side.

When Is equipment-only hire suitable?

Equipment-only hire can work well for straightforward events when your team already knows how to install and operate the equipment safely.

For example, a small meeting might need a display, a microphone and a speaker system. If you have someone who can manage the setup and test it beforehand, you may not need a full production service.

Before choosing this option, make sure your team understands the equipment and knows how to handle common problems.

When should you hire a technician?

Technical support can be useful when your event has several microphones, multiple displays or more complicated presentation requirements.

A technician can help with setup, sound checks, connections and troubleshooting.

Be clear about the level of support you need. Some technicians may only install and test the equipment, while others remain throughout the event.

When is a full AV production team worth it?

A full production service can be helpful when several systems need to work together.

A conference might involve sound, LED walls, lighting, camera feeds, presentation playback and live streaming. Coordinating all these elements takes planning and technical knowledge.

An integrated production team can help bring the equipment, people and programme together. It can also provide a clear point of contact for technical questions.

EMS Events offers a range of AV hire and event production services, including lighting, LED video walls, stage design, interpretation and streaming.

Questions to ask before booking an AV supplier

Before confirming a booking, ask:

• What equipment do you recommend for my venue and audience?
• Does the quotation include delivery, installation and collection?
• Will a technician operate the equipment during the event?
• Can you test our presentation files and videos beforehand?
• What internet connection will we need for streaming?
• Can you support recording or simultaneous interpretation?
• What happens if an important piece of equipment fails?
• How much time will you need for setup and rehearsal?
• Are there any additional charges or exclusions?

The answers will help you understand what you are paying for and whether the supplier can meet your needs.

Event AV checklist: What should you check before the day?

Use this checklist to keep your planning on track.

Before the event

• Confirm the event date, venue and expected audience size.
• Prepare the programme and identify the main technical requirements.
• Ask the venue for its floor plan and technical information.
• Decide where the stage, screens and speakers will go.
• Confirm how many microphones you need.
• Choose suitable displays for your presentations and videos.
• Identify any lighting, camera, streaming or interpretation requirements.
• Check the available power, internet connection and access times.
• Agree on the equipment list and technical support arrangements.
• Send presentation files and other content to the production team.

During setup and rehearsal

• Check that the supplied equipment matches the agreed list.
• Test microphones and listen for sound problems.
• Check every presentation and video.
• Confirm that the screens are clear from different seating positions.
• Test lighting and camera positions.
• Check the streaming setup if remote attendees are involved.
• Make sure cables are routed safely.
• Rehearse speaker handovers and video playback.
• Confirm backup arrangements for important equipment.
• Make sure the event team knows who to contact for technical help.

During the event

• Monitor sound and microphone performance.
• Check that presentations and videos display correctly.
• Follow the agreed lighting and playback cues.
• Monitor the online feed if the event is streamed.
• Keep communication open between the event organiser and technical team.

After the event

• Confirm that recordings have been saved.
• Check that files are accessible and correctly labelled.
• Arrange the safe shutdown and removal of equipment.
• Confirm that all hired equipment has been returned.
• Review any technical problems and note improvements for future events.

You may not need every step for a small meeting. Use the checklist to identify the checks that matter for your particular event.

Common AV equipment mistakes and how to avoid them

Even a well-organised event can run into problems when technical details are overlooked. Here are some common mistakes worth avoiding.

Choosing equipment before checking the venue

It is easy to choose a screen or speaker system based solely on the number of attendees. However, room layout, lighting and acoustics can make a big difference.

What to do instead: Check the venue before confirming the equipment. If possible, arrange a site visit with your supplier.

Forgetting about the people at the back

A screen may look large enough from the stage but appear too small from the back of the room. Sound can also become uneven across a large audience area.

What to do instead: Consider viewing distances and sound coverage when planning the setup. Ask your supplier to assess the room rather than relying on guesswork.

Leaving presentation testing until the last minute

A presentation may look fine on one laptop but fail to display correctly on another device. Videos can also have compatibility or playback problems.

What to do instead: Collect the files early and test them on the planned equipment. Ask speakers to bring any necessary adapters if they will use their own devices.

Assuming the venue’s wi-fi will handle streaming

A connection that works for browsing or email may not be reliable enough for a live event.

What to do instead: Discuss bandwidth and connectivity with the venue and production team. Test the actual streaming setup and agree on a backup plan.

Skipping the rehearsal

Without a rehearsal, speakers may be unfamiliar with their microphones, videos may play at the wrong time, and lighting changes may not match the programme.

What to do instead: Allow time to practise key transitions and test the equipment before the audience arrives.

Overlooking safety

Cables, power supplies and suspended equipment need proper planning. Poor installation can create hazards for attendees and staff.

What to do instead: Use competent technical personnel, follow venue requirements and check that equipment is installed and routed safely.

How EMS Events can Help with your AV requirements

Planning AV equipment can take time, particularly when your event needs several systems to work together.

You need to think about the venue, sound, screens, lighting, content and technical support. If the event also involves streaming or interpretation, there are more details to coordinate.

EMS Events provides a range of audiovisual and event production services to meet diverse event requirements.

AV Equipment for Conferences and Corporate Events

From microphones and sound systems to displays and other presentation equipment, the right setup depends on what your event needs.

EMS Events offers audio visual hire services to support events with different technical requirements.

LED video walls and lighting

If your event needs large displays, branded visuals or carefully planned stage lighting, these elements should be considered alongside the venue and programme.

Explore LED video wall hire and event lighting hire to learn more about these options.

Stage design and set production

The stage affects where speakers stand, how the audience sees the presentation and where technical equipment can be placed.

Planning the stage alongside the AV setup can help avoid problems with sightlines, camera positions and equipment placement.

Find out more about stage set design and build.

Hybrid events, streaming and interpretation

When an event includes remote attendees or people who speak different languages, the technical setup needs to support their participation.

EMS Events also provides hybrid and virtual event production, web streaming and event interpretation.

If you are planning an event with several technical requirements, discussing them together can help you develop a more practical production plan.

Discuss your event with EMS Events

Every event is different. A small business meeting will not need the same equipment as a multi-day conference or product launch.

Start by outlining your venue, audience, programme and the experience you want to create. From there, you can work out which equipment and technical support will be most useful.

Contact EMS Events to discuss your requirements and request a quotation for your upcoming event.

Frequently asked questions about AV equipment

What is included in AV equipment?

AV equipment can include microphones, speakers, mixers, projectors, screens, LED video walls, cameras, lighting and the systems used to control them. Larger events may also need streaming equipment, recording systems, interpretation technology and staging.

The exact equipment depends on the event and the venue.

What AV equipment do I need for a corporate conference?

A corporate conference may need microphones, speakers, a projector or LED screen, presentation playback equipment and stage lighting.

Depending on the programme, you may also need cameras, confidence monitors, recording equipment, streaming equipment or interpretation equipment.

Start with your programme and venue before deciding on the final equipment list.

What is the difference between a projector and an LED wall?

A projector displays an image on a screen by projecting light. An LED wall uses LED panels to create a display.

LED walls often work well in bright venues and for large, branded presentations. Projectors can be a practical choice for presentations and training sessions when lighting conditions are suitable.

The best option depends on your venue, content, audience and budget.

How many microphones does an event need?

It depends on how many people will speak and how the event will run.

A presentation may need one microphone, while a panel discussion may require one for each panellist and additional microphones for audience questions.

Remember to consider microphone handovers, remote speakers and backup arrangements.

Do I need an AV technician?

Not every event needs a dedicated technician. A simple setup may be manageable by an experienced in-house team.

However, professional support can be valuable when an event involves multiple microphones, complex displays, lighting cues, live streaming or interpretation.

Consider how much technical work is involved and what would happen if something stopped working during the event.

Can AV equipment be used for hybrid events?

Yes. Hybrid events use cameras, microphones, displays, audio systems and streaming technology to connect in-person and remote audiences.

The setup must allow remote attendees to see and hear the event clearly while also supporting participation from people in the venue.

Testing the full system before the event is essential.

How far in advance should I book AV equipment?

It depends on the event’s size, complexity, venue and equipment requirements.

A small meeting may need less preparation than a large conference involving bespoke staging, LED walls or streaming. Booking early gives you more time to assess the venue, agree on the equipment and plan a rehearsal.

For specialist equipment or complex productions, start planning as soon as the main event details are confirmed.

What information do I need for an AV hire quote?

Prepare your event date, venue, expected audience size and programme. Include details about speakers, presentations, screens, lighting, recording, streaming and any interpretation requirements.

It also helps to provide the venue floor plan, access times and setup arrangements.

A clear brief helps the supplier recommend suitable equipment and explain the likely costs.

Is it better to hire individual equipment or a full AV package?

Individual equipment hire may suit straightforward events when you already have experience managing the setup.

A full AV package or production service may be more suitable when several systems need to work together or you need installation, rehearsals and live technical support.

Compare the equipment, staffing and responsibilities included in each quote before making a decision.

What safety checks are needed for event AV equipment?

Check that cables are routed safely, electrical equipment is suitable for the installation and suspended equipment is properly supported.

Outdoor events may also need additional precautions for wind, weather and ground conditions.

Use competent professionals and follow the venue’s requirements and relevant health and safety guidance.

Final thoughts

The right AV equipment helps people hear the speakers, follow presentations and enjoy the event without unnecessary distractions.

But choosing equipment does not have to be complicated. Start with the event programme, understand the venue and think about what your audience needs to see and hear. Then choose equipment that meets those requirements.

Remember to check presentations, test the sound, allow time for rehearsal and make sure someone is responsible for handling technical problems.

For larger conferences, product launches and hybrid events, an experienced AV production team can help bring the different parts together.

With a clear plan and the right support, you can spend less time worrying about technical problems and more time focusing on the event itself.