What AV Do You Need for a Conference? A Simple Checklist
Planning a conference, AGM or company meeting? Getting the audio visual side right is what makes people remember your speakers, not the dead microphone or the laptop that wouldn't connect. After more than 24 years running AV for events across Berkshire, here's the checklist we use.
1. Check What the Venue Already Has
Before you book anything, ask the venue:
- Is there a PA system and microphones, and when were they last used for a talk, not just background music?
- Are there screens or a projector, and how big are they?
- Who will run it on the day? Is there a technician, or is it down to you?
Many hotels and function rooms have sound that's fine for background music but struggles with speeches. If the answers are vague, plan to bring in your own AV.
2. Screens: Large TVs or a Projector?
- Up to around 100 people: two 75" TV screens either side of the stage are bright, sharp and work in daylight.
- Larger rooms: 86" screens or a projector and large screen.
- Exhibitions and receptions: 55" screens for loops, sponsor slides and information.
3. Sound: PA System and Microphones
Every speaker needs to be heard clearly at the back of the room. As a rule of thumb:
- One microphone on the lectern
- A handheld radio mic for audience questions
- A lapel or headset mic for anyone who walks while presenting
- One microphone per person on a panel
Make sure presentation videos play through the PA too, not just a laptop speaker.
See our PA system and microphone hire →4. A Lectern and a Small Stage
A lectern gives speakers a fixed place to present from, and a small stage means everyone can see them. It's a small addition that makes a big difference to how professional your event looks.
Stage hire for conferences →5. Lighting
Stage lighting stops speakers standing in shadow, and it's essential if you're filming. Uplighters can change the feel of the room for a drinks reception or awards evening.
Event lighting hire →6. Laptops, Slides and Clickers
Ask every speaker to send their slides in advance. Check what laptop they're using and bring the right adaptor (HDMI, USB-C or Mac). A wireless clicker lets them move through slides without being tied to the laptop.
7. Someone to Run It All
The most overlooked item on the list. An AV technician sets everything up, tests it before guests arrive, manages microphone levels, switches between speakers' slides and fixes problems before anyone notices. It means you can focus on your event.
Conference and meeting AV support →8. Do You Want It Filmed or Streamed?
If people can't attend, or you'd like content for your website and social media, plan filming or live streaming from the start, so cameras, sound and lighting are set up with it in mind.
Conference filming → Live streaming to Teams and Zoom →Need Help With Your Conference AV?
We provide AV hire and event filming for conferences, meetings and events across Newbury, Berkshire, Hampshire, Wiltshire, Oxfordshire and London. Tell us your date, venue and number of guests, and we'll send a bespoke quote.
Get a QuoteCall 07766 754944