A conference can have a strong agenda, credible speakers and a full room, then lose momentum because the audience cannot hear a question from the floor or read the figures on screen. Knowing how to plan conference AV means treating audio visual requirements as part of the event design, not a technical detail to deal with a few days before doors open.
The right setup depends on the room, audience size, programme and content. A boardroom briefing needs something very different from a multi-speaker conference in a hotel ballroom or exhibition venue. Start early, share the practical details, and build in time for testing. That is how you give speakers confidence and make the event easier for guests to follow.
Start with the conference format and audience
Before choosing projectors, screens or microphones, map out what will actually happen in the room. How many delegates are expected? Will everyone face one stage, or will there be breakout areas? Are speakers presenting slides, showing video, joining remotely, hosting a panel or taking questions from the audience?
Audience size is only one factor. A room with 80 people in theatre layout may need a larger image and more powerful sound than a room with 120 people seated close to a low stage. Sightlines matter as much as headcount. Guests at the back and at the sides should be able to see key content without straining or turning around.
Your running order also drives the equipment list. A simple presentation schedule may need one lectern microphone, a confidence monitor and a presentation clicker. A panel discussion requires enough microphones for each panellist, plus a reliable way to handle questions from the floor. If presenters are joining on Zoom or Teams, allow for cameras, playback sound, return audio and a dedicated connection test.
Visit the venue before confirming equipment
A site visit prevents many common AV problems. Ask the venue for a scaled floor plan, ceiling height, stage dimensions and photos if you cannot visit in person. Check where equipment can be positioned without blocking entrances, fire exits or catering access.
Pay particular attention to daylight. Large windows can make a projected image look washed out, even with a capable projector. Blackout blinds may solve the issue, but if daylight cannot be controlled, a high-brightness projector, commercial display or LED screen may be the more sensible choice. The best option depends on screen size, viewing distance, room lighting and budget.
Also check loading access. Central London venues often have timed delivery slots, restricted lifts, narrow corridors or limited parking. A screen or stage that fits inside the event room is no use if it cannot be moved through the building safely. Confirm loading bay arrangements, lift sizes, security procedures and the person who can provide access on the day.
Plan conference AV around sound first
Poor audio is usually more damaging than a slightly small image. Delegates can often move closer to a screen or read a handout later. They cannot properly engage with a speaker they cannot hear.
The room’s acoustics influence the PA system required. Hard surfaces such as glass, stone and exposed concrete can create echo, while high ceilings and open-plan areas can cause sound to disperse. A suitable PA system should provide even coverage across the audience without becoming uncomfortably loud near the front.
Choose microphones according to how people will speak. A lectern microphone suits a fixed presenter, while a headset or lapel microphone gives someone freedom to move around the stage. Handheld wireless microphones are useful for hosts, audience Q&A and speakers who prefer to hold a microphone. For a panel, individual tabletop or wireless microphones are normally clearer and more professional than asking several people to share one mic.
Do not overlook playback audio. Videos, walk-on music and remote contributors all need to be heard clearly through the room system. Build a short sound check into the schedule for every speaker, especially anyone using an unfamiliar laptop or joining remotely.
Choose screens and displays for real viewing conditions
When planning visual equipment, think about what delegates need to read rather than simply choosing the largest screen available. Dense spreadsheets, small charts and detailed product demonstrations need greater clarity than a title slide with large text. Ask speakers to use clear fonts, high-contrast colours and fewer words per slide.
For a standard conference, a projector and screen can provide a cost-effective large image. The projector needs enough brightness for the venue conditions, and the screen needs to be high enough that people at the back can see over those seated in front. In wide rooms, two screens may be better than one very large central screen.
Large 4K TVs work well in smaller meeting rooms, breakout spaces and exhibition areas where delegates are closer to the display. LED screens are particularly useful for bright spaces, large audiences and content that must remain visible under strong ambient light. They are a higher investment, so they are most effective where the venue and programme genuinely benefit from the extra brightness and impact.
A confidence monitor is worth considering for speakers on a larger stage. It sits facing the presenter and displays slides, notes, a timer or the video-call feed. This avoids speakers repeatedly turning towards the main screen and helps keep the presentation moving at the right pace.
Allow for staging, lighting and camera positions
AV is not only about what delegates see and hear. Staging gives speakers a clear focal point and improves visibility in larger rooms. Even a low stage can make a meaningful difference where the audience is seated in theatre style. Check whether the venue has a stage and whether it is large enough for lecterns, panel furniture, monitors and safe access.
Lighting should make speakers visible without overpowering projected content. Venue house lighting may be adequate for a small daytime talk, but it is rarely enough for filmed presentations, product launches or a formal conference stage. Basic stage lighting can improve video quality, help audiences see facial expressions and create a more polished room layout.
If the conference is being recorded, livestreamed or used for promotional clips, plan camera positions early. Cameras need clear views of speakers and audience areas, while tripods and cabling must not obstruct walkways. Recording also changes the audio requirement: camera microphones alone rarely capture a conference clearly, so the room microphones should feed the recording system where possible.
Confirm power, internet and presentation connections
A good equipment plan can still fail if the infrastructure is overlooked. Ask the venue where power sockets are located, how many circuits are available and whether the available supply is shared with catering, lighting or other event activity. Professional AV setups may require distribution and cable management to keep the space safe and tidy.
Internet deserves the same attention. If remote speakers, livestreaming or online demonstrations are part of the agenda, test the venue connection at the time of day the event will run. Guest Wi-Fi may be fine for delegates checking emails but unsuitable for a stable live contribution. A wired connection is usually preferable, with a backup plan if the connection drops.
Request presentation files in advance where practical. Different laptops, adaptors and operating systems can introduce avoidable delays. Having files loaded onto a dedicated presentation laptop reduces changeover time and provides a useful backup if a speaker’s device fails. If speakers must use their own devices, confirm connection types and keep suitable adaptors available.
Build a realistic setup and testing schedule
The more complex the conference, the earlier the AV team needs access. A single-screen meeting may be ready quickly, but a room with staging, multiple displays, wireless microphones, lighting and cameras needs time for delivery, installation, cable runs and testing.
Share a final running order with the AV supplier and venue team. It should show speaker names, microphone requirements, video playback, remote contributors, panel sessions, Q&A and breaks. Flag any moments that cannot go wrong, such as a chief executive’s opening address, an award announcement or a live product demonstration.
Before delegates arrive, test the complete journey rather than individual items in isolation. Play a video with sound, advance slides, test each microphone, check screen visibility from the back row and confirm that remote callers can hear and be heard. Keep a short technical rehearsal for presenters who are nervous, using unfamiliar content or appearing on a large stage for the first time.
Work with a supplier that asks the right questions
A dependable AV supplier should not simply send a price for a projector or microphone. They should ask about the venue, room layout, audience, content, timings, delivery restrictions and whether on-site support is needed. Those details determine whether the equipment is right for the job.
For London conferences, AV2Hire can advise on a practical equipment package, deliver it to the venue and complete the setup. That support is particularly valuable when venue access is tight, the programme is busy or your team is managing several event priorities at once.
Leave room in the plan for the unexpected. A spare microphone, backup presentation file, extra adaptor and a named on-site contact can turn a potential disruption into a minor pause. The aim is not to fill the room with technology. It is to give every speaker a clear voice, every delegate a clear view and your event team the confidence to focus on the conference itself.