A conference can have an excellent agenda, capable speakers and a well-chosen venue, yet still lose the room if delegates cannot see a slide or hear a question from the floor. This conference AV package example shows what a practical setup can look like for a typical London business event, and why the right combination matters more than simply hiring the biggest screen available.
The best package depends on the room, audience numbers, content and running order. A boardroom briefing for 25 people needs very different equipment from a 150-person conference with guest speakers, panel discussions and video presentations. The aim is simple: every guest should be able to see, hear and follow the event without technical distractions.
A conference AV package example for 120 delegates
Picture a one-day corporate conference in a central London hotel meeting room. The audience is seated theatre-style, with 120 delegates, a stage at the front, four speakers across the day and a panel discussion after lunch. Presentations include PowerPoint slides, short videos and branded holding slides. There is also time allocated for questions from the audience.
For this format, a sensible AV hire package would usually include the following equipment:
- A high-brightness projector and large front projection screen, or a large 4K display where the venue layout suits it.
- A professional PA system with speakers sized for the room, plus a mixer for controlling speech, video audio and walk-on music.
- Two wireless handheld microphones for presenters and audience questions, with two wireless lapel or headset microphones for speakers who need to move freely.
- A presentation laptop connection, clicker, confidence monitor for the stage and necessary cabling, adapters and power distribution.
- A small stage, lectern and basic stage lighting, particularly where the room has low ambient light or photography and filming are planned.
This is not a fixed shopping list. It is a working starting point that covers the common pressure points of a conference: clear visuals, intelligible speech, easy handovers and a professional stage area.
Why each part of the package earns its place
Screen or display: choose for viewing distance, not just room size
The display is often the first decision, but it should be based on the furthest attendee from the stage. Small text, spreadsheets and detailed charts need more screen space than a simple title slide. In a deep room, one large screen may not be enough. Two relay screens placed to the sides can give people at the back or on angled seating a much better view.
Projectors work well for many conference rooms and create a familiar large-format presentation area. However, daylight, bright windows and strong venue lighting can reduce contrast. In those conditions, a brighter projector, an LED screen or large 4K TVs may be the better choice. LED displays are particularly useful in bright spaces, though they require suitable access, power and a position that does not dominate a smaller room.
Sound: speech clarity is the priority
Conference audio is less about volume and more about clarity. A compact PA may be sufficient for a small meeting room, while a larger audience or a room with high ceilings, hard surfaces and background noise will need more coverage. Speakers should be positioned to reach the audience evenly without causing feedback into the microphones.
A proper mixer allows levels to be adjusted as each speaker takes the stage. It also keeps video sound, walk-on music and microphone audio balanced. This matters when a presenter plays a video with quiet dialogue, or when an audience member asks a question from the back of the room.
Microphones: match them to how people will speak
Wireless handheld microphones are reliable for Q&A, roaming presenters and panel contributions. Lapel microphones are useful when a speaker needs both hands free, while headset microphones are often better for energetic presenters who move around the stage. A lectern microphone is a good option for formal addresses, but it should not be the only microphone if the programme includes discussion or audience interaction.
It is worth allowing a spare wireless microphone when the schedule is busy. It avoids delays between speakers and gives the organiser a contingency if a battery needs changing or a speaker arrives with a different preference.
Confidence monitor: a small addition with a major benefit
A confidence monitor is a screen facing the speaker, showing the current presentation slide, notes or a timer feed. It lets presenters face the audience rather than turning repeatedly towards the main screen. For panel sessions, it can display branded holding slides or session prompts without asking speakers to look behind them.
This item is especially useful in wide rooms, on raised stages and at events with senior guests. It is not essential for every short presentation, but it can make a conference feel far more controlled and comfortable for speakers.
The room and running order can change the package
Venue photographs are helpful, but they do not tell the whole story. Ceiling height, window placement, built-in equipment, loading access, lift size and available power all affect the equipment choice and installation plan. A venue may have a screen, for example, but its size, condition and sightlines may not suit the audience layout.
The running order also matters. If speakers use different laptops, allow time for checking each device and include the right adapters. If video content has sound, test it through the PA before delegates arrive. If there is a remote contributor, the package may need a camera, display return, audio interface and a stable internet connection arranged with the venue.
Panel discussions need more microphones than a standard presentation. An awards segment may require walk-up music and stage lighting. A conference being recorded for later use may require cameras, recording equipment and lighting designed for video rather than the room alone. These additions should be planned early, rather than treated as last-minute extras.
A practical setup plan for the day
For a 120-person conference, equipment should normally be delivered and installed before registration begins. The screen or displays are positioned first, followed by the stage, lectern, PA and microphones. Presentation sources are then connected, tested and labelled so the organiser knows exactly where each speaker should plug in.
A full technical check should cover slide visibility from the rear seats, microphone coverage, video playback, clicker operation and backup presentation files. It is also sensible to test the room with the house lights at the level they will be during the event. A screen that looks excellent in a dark room can become difficult to read once venue lights are raised for note-taking or catering.
Where the programme is straightforward, delivery, installation and a clear handover may be all that is required. For a tightly timed conference with multiple speakers, live video, recording or frequent content changes, having an experienced technician on site is usually the safer option. It adds cost, but it removes pressure from the event organiser and allows speaker changes to be managed properly.
Avoid common conference AV mistakes
The most frequent problem is underestimating the audience’s viewing position. A display that looks large from the front can be too small from the back, especially when slides contain detailed text. Another common issue is relying on one microphone at a multi-speaker event. Passing a single microphone around slows the programme and makes Q&A awkward.
Do not assume every presenter will arrive with the same connection. Modern laptops may need USB-C adapters, while older devices may use HDMI or other outputs. Ask for presentation files in advance where possible, and keep a backup copy on the event laptop. It is also wise to agree who is responsible for venue internet if remote calls or streamed content are involved.
Finally, leave time for setup. Conference AV is not just a matter of placing equipment in a room. Safe cable routing, speaker positioning, display alignment and testing all take time, particularly at busy London venues with restricted delivery slots.
Getting a package that fits your event
When requesting a quote, provide the venue name, room dimensions if available, delegate numbers, seating layout, agenda, speaker count and any video or remote-content requirements. A few clear details allow an AV supplier to recommend equipment that is appropriate rather than over-specified.
AV2Hire can advise on the right combination of screens, projectors, sound systems, microphones, staging and lighting, then deliver and set up the equipment around your event schedule. If you are unsure whether your room needs a projector, large TV or LED screen, sharing the venue plan and intended content is the quickest way to get a practical answer.
A well-planned conference package should feel almost invisible to delegates. Give the technical plan enough attention before the event, and your speakers can focus on the message while your audience focuses on what they came to hear.