A 9am presentation can fail before the first guest arrives if a projector is stuck in reception, the screen will not fit in the lift, or the PA system has not been tested in the room. Professional AV delivery and setup is not simply a transport service. It is the practical work of getting the right equipment into the right place, at the right time, and making sure it performs as expected.
For London events, that work often involves tight delivery windows, loading restrictions, busy venues and last-minute changes. A clear plan removes much of the technical stress and gives organisers time to focus on guests, speakers and the event itself.
What AV delivery and setup should cover
The useful distinction is between dropping off equipment and providing an operational event setup. A delivery-only hire may suit an experienced in-house team with a simple requirement, such as a single TV in a ground-floor meeting room. Most events need more support than that.
A proper service begins before the equipment leaves the supplier. The kit should be matched to the room, audience size, content and venue conditions. A daylight-filled conference room may need a brighter projector than a boardroom. A panel discussion requires enough microphones for each speaker, plus a sensible way to manage questions from the floor. An exhibition stand may need a screen, media player, power distribution and cable management that keeps walkways clear.
On site, setup normally includes placing equipment, assembling screens or staging where required, connecting sources, running cables safely, checking sound and picture, and confirming that presenters can use the system. The exact scope depends on the event and equipment, so it is worth agreeing it in advance rather than assuming that every hire includes the same level of installation.
Start with the venue, not the equipment
The equipment list is only as good as the information behind it. Before choosing a projector, LED screen, PA system or lighting package, establish how the event will run and what the venue can accommodate.
Ask how many people will attend, where they will be seated and whether anyone needs a clear view from the back or side of the room. Consider ambient light, ceiling height, available power sockets, Wi‑Fi reliability and whether the venue has its own sound system. A large screen is not always the best answer if it leaves no room for speakers or blocks sightlines.
Access matters just as much. Many central London venues have strict loading bays, timed vehicle access, goods lifts or stairs. Some require delivery details and public liability documentation before arrival. Others allow unloading only outside peak periods. A supplier that knows these questions early can schedule the right crew, allow enough setup time and avoid equipment being left at the wrong entrance.
For offices and hotels, confirm the name and number of the on-site contact. For exhibition halls, check the stand number, build-up hours and contractor rules. For private homes or outdoor events, think about parking, weather protection, ground conditions and a safe route from vehicle to setup area.
Build the schedule around testing time
The most common mistake in event AV is treating setup as a task that can happen just before doors open. Equipment may be installed quickly, but testing takes longer when several elements need to work together.
A typical presentation setup may involve a laptop, projector or display, screen, clicker, audio playback and microphones. A conference can add multiple presenters, video calls, confidence monitors, recording, staging and lighting. Each connection creates another point to check.
Allow time for the event team to arrive with their laptops and final media. Test every presentation format that will be used, including video with sound, embedded fonts, widescreen slides and any remote contribution. It is far better to find a missing HDMI adaptor or an audio setting issue during setup than when a room full of delegates is waiting.
There is a trade-off here. Early delivery and setup may cost more where it requires out-of-hours access or additional crew time, but it can be the right decision for high-profile launches, full-day conferences and events with several stakeholders. For a straightforward meeting, a shorter setup window may be perfectly sensible. The key is to match the schedule to the risk.
Give the technician the running order
A basic running order makes a major difference. It tells the setup team when doors open, who is speaking, when videos play, whether microphones will be passed around and when the room needs to change format.
If a presenter is joining remotely, include their platform, contact details and rehearsal time. If music plays as guests enter, say so. If an awards event has walk-on music, stings and videos, the technician needs the files or clear cues. AV works best when it supports the programme rather than being treated as a separate last-minute requirement.
Choosing equipment that suits the event
There is no single package that works for every room. The right choice depends on visibility, audibility, content and audience behaviour.
For a daytime presentation, projector brightness and screen size should be based on room lighting and viewing distance. Blackout blinds can improve the image, but they are not always available or appropriate for a networking event. In bright spaces, a large 4K TV or LED screen may provide a more reliable image than a standard projector. That can cost more, yet it may prevent a vital presentation from looking washed out.
For sound, consider more than room capacity. Background noise, room shape and speaker style matter. A small PA system can be enough for a speech in a quiet private room, while a larger system may be needed for a busy venue, reception or outdoor gathering. Wireless microphones give presenters freedom to move, but they need battery checks, frequency management and sensible handling. A lectern microphone suits some formal talks; a headset or lapel microphone may be better for someone who needs both hands free.
Cameras and recording also need planning. If the event will be streamed or filmed, make sure the camera position does not obstruct guests, the sound feed is clean and speakers understand where to look. A good-looking camera shot is of limited value if the audio is unclear.
Site setup: the details guests notice when they go wrong
Well-installed AV should feel unobtrusive. Guests should see a clear picture, hear speech comfortably and move around without tripping over loose cables. Achieving that involves plenty of small decisions.
Screens should be positioned at a practical height and angle. Speakers should cover the audience without pointing directly into microphones, which can cause feedback. Cables need to be routed away from doorways and covered where they cross a walkway. Equipment should be protected from drinks, heat sources and crowded areas.
Power is another frequent issue. Avoid relying on one overloaded extension lead for a screen, projector, laptops, audio equipment and mobile phone chargers. The required power arrangement should be assessed during planning, especially for larger productions, LED screens, lighting and outdoor events. Where a venue has restrictions, those should be addressed before delivery day.
A final walk-through with the organiser is worthwhile. Confirm how to turn the system on, switch inputs, use the presenter remote and adjust microphone volume if appropriate. If an operator is staying on site, agree how they will receive cues and who can authorise changes.
When delivery-only is enough and when it is not
Delivery-only can be a cost-effective choice for repeat clients with a known room, familiar equipment and a capable on-site team. It also works well where a venue has an AV technician who will take responsibility for installation and testing.
Setup support is usually the safer option for first-time venues, larger audiences, multiple microphones, video playback, staging, live streaming or any event where timing is tight. It is also valuable when the organiser is managing many moving parts and cannot spend the morning troubleshooting adapters and audio settings.
Be clear about the handover point. Does the team install and leave? Will someone return for collection? Is an operator required throughout the event? These details affect price, staffing and the level of reassurance available on the day.
A practical checklist before confirming your hire
Before booking, have the event date, venue address, access time and finish time ready. Share the expected audience size, room layout, list of presenters and any content requirements. Mention stairs, lifts, restricted parking, security procedures and whether setup must be completed before the venue opens.
It also helps to state what you already have. A venue-provided screen may be too small, an existing projector may not be bright enough, or an in-house sound system may be suitable only for background music. Clear information avoids duplicated equipment and helps keep the hire focused on what the event genuinely needs.
AV2Hire can advise on equipment, access planning, delivery and installation for corporate, private and live events across London. With experience from more than 10,000 events, the team can help turn an outline requirement into a setup that is practical for the venue and proportionate to the budget.
The best time to resolve an AV problem is while the event is still on paper. Share the venue details and running order early, allow room for testing, and make delivery and setup part of the event plan rather than an afterthought.