A screen that is too small, a microphone that feeds back, or a presentation laptop with the wrong connection can distract from an otherwise well-planned event. If you are asking, “what AV equipment do I need for an event?”, the useful answer starts with your audience, venue and event format – not a fixed kit list.
A ten-person board presentation needs very different equipment from a 200-guest conference, exhibition stand or awards evening. The aim is simple: everyone should be able to see, hear and follow what is happening without the technology becoming the focus.
What AV equipment do I need for an event?
Most events need equipment from one or more of four areas: visual display, sound, lighting and event infrastructure. Whether you need all four depends on the room, the number of guests, the content and the atmosphere you want to create.
For a straightforward meeting, a projector or 4K TV, an appropriate screen and a connection for the presenter’s laptop may be enough. Add microphones and a PA system when attendees need to hear speakers clearly. For larger rooms, busy venues and more formal productions, cameras, staging, confidence monitors and lighting can make the event easier to follow and more professional.
The key is to avoid both under-specifying and hiring more than the event requires. A large projector will not solve a sound problem, while an excellent PA system cannot compensate for a screen guests cannot see.
Start with the audience and the room
Before choosing equipment, establish how many people are attending, how they will be arranged and where they will be sitting. A theatre-style audience needs a clear sightline to the screen and speakers. Cabaret tables can mean people are positioned further from the display or looking at an angle. A standing reception often calls for several displays rather than one central screen.
Room size matters, but ambient light matters just as much. A projector can work very well in a controlled meeting room or a darkened venue. In a bright room with large windows, an outdoor space or an exhibition hall, a high-brightness projector may be necessary. In some cases, large 4K TVs or an LED screen will be the more reliable choice because they remain visible in daylight.
Check the venue early. Ask about ceiling height, available power, loading access, lift dimensions, stairs, permitted setup times and any restrictions on rigging, volume or cables. London venues vary widely, and access can have as much impact on a setup as the equipment itself.
Visual equipment: choose the right way to show content
Your visual display should suit the room and the material being shown. Slides with small text, financial data and product demonstrations need a sharper, larger image than a simple background video.
Projector and screen
Projector hire is often the practical choice for presentations, training sessions, conferences and film screenings. You will usually need a projector, a screen, suitable cables and a laptop connection. The projector’s brightness should be matched to the room lighting and screen size. A projector that looks fine in a dim office may look washed out when the blinds are open.
A front-projection screen is common for most indoor events. Rear projection can be useful where you need to keep equipment and operators out of sight, but it needs additional space behind the screen. If guests are close to the display, a high-resolution projector also becomes more valuable.
4K TVs and LED screens
Large TVs are a strong option for smaller meeting rooms, breakout spaces, exhibition stands and venues with daylight. They offer a crisp image without needing blackout conditions, and multiple screens can ensure every guest has a good view.
LED screens are suited to larger audiences, bright spaces and high-impact events such as product launches, conferences and outdoor occasions. They can be built to the required size, but need proper planning for power, placement and viewing distance. Fine-detail spreadsheets are not always the best content for a large LED wall, whereas branded visuals, video and live camera feeds work particularly well.
Presenter confidence monitors and video cameras
A confidence monitor faces the presenter, allowing them to see slides, notes or a timer without turning towards the main screen. It is especially helpful for keynote speakers and panel discussions.
Video cameras become worthwhile when the audience is large, speakers need to be shown on screens, or the event is being recorded or streamed. A camera feed can make a panel much easier to follow from the back of the room. It also requires the right switching, screens and operator support, so it should be planned as a complete system rather than added at the last minute.
Sound equipment: make every word audible
Sound is often the first thing guests notice when it is wrong. In a small, quiet room, the built-in sound from a display may be sufficient for a short video. Once you have a larger audience, spoken presentations, music or room noise, a dedicated PA system is normally the safer option.
A PA system combines speakers, amplification and a mixer to deliver clear sound across the room. The number and position of speakers should be based on the audience layout. One speaker at the front may be enough for a compact meeting room; a longer conference room may need additional speakers so the volume stays even rather than becoming uncomfortably loud near the stage.
Choose microphones around how people will speak. A handheld wireless microphone is flexible for Q&As, roving hosts and audience participation. Lapel microphones keep a presenter’s hands free. Headset microphones are useful for active presenters or fitness-style demonstrations. Gooseneck microphones suit lecterns, while tabletop microphones can support formal panel sessions.
Do not forget audio playback. Walk-on music, video sound, stings and remote contributors all need to be routed through the system and tested. If there are several speakers, a panel and video content, a mixer and an experienced technician help keep transitions controlled.
Lighting, staging and practical event infrastructure
Lighting is not only for concerts and parties. A basic stage wash helps guests see speakers and ensures they look clear on camera. Uplighters can add colour to a reception, awards evening or product launch without changing the room permanently. For filmed content, good front lighting is usually more useful than dramatic coloured effects.
Staging and a lectern give speakers a visible focal point, particularly in larger rooms. Stage height needs to balance visibility with venue limitations and safety. A low platform may be enough for a conference panel, while a larger awards event may need steps, handrails and a wider stage area.
Practical equipment is easy to overlook but vital on the day. This can include:
- Laptop adaptors, HDMI and USB-C connections for every presenter
- Cable covers to protect guests and maintain a tidy event space
- Power distribution and extension leads positioned safely
- Presentation clickers, timers and spare batteries
- Pipe and drape, stands or truss where the event layout requires them
These details prevent the common delays that happen when a speaker arrives with a different laptop connection or a cable route crosses a doorway.
Match the kit to your event type
For a small office presentation, a screen or large TV with a simple audio solution may be sufficient. For training, add a projector or larger display that everyone can read clearly, plus a microphone if the group is sizeable.
A conference typically needs a main screen or LED wall, projector or display, PA system, wireless microphones, lectern, stage and presentation support. Breakout rooms may require their own screens and audio, even when the main room has a full production setup.
For an exhibition, visibility is usually the priority. A bright TV or LED display, branded content and compact speakers can draw visitors in. Consider where cables, equipment and staff will sit within a limited stand footprint.
A private party or wedding may centre on music, speeches and atmosphere. A PA system, wireless microphone, lighting and a screen for photos or video are common choices. Outdoor events require extra care around weather protection, power and daylight visibility.
Plan support as well as equipment
The right equipment only works when it arrives on time, is installed correctly and has been tested with the venue and event content. This is where hiring can remove a great deal of pressure. Delivery, setup and collection are particularly valuable when access is tight, the schedule is short or the organiser is managing speakers and guests at the same time.
Give your AV supplier the event date, venue, room dimensions, audience number, running order and details of any presentations or video. Photos of the room and loading route are also useful. A good supplier can then recommend equipment that fits the actual conditions, rather than simply offering the biggest available screen or loudest speakers.
AV2Hire has supported more than 10,000 events across London, providing advice alongside equipment, delivery and setup. That practical support matters when you need an answer quickly or want confidence that the system will work before guests arrive.
The best event AV setup is rarely the longest equipment list. It is the one that lets your speakers be heard, your content be seen and your event run as planned. Share the brief early, allow time for a proper test, and let the equipment serve the occasion rather than compete with it.