Conference AV checklist.
From microphones and presentation screens to technical support and rehearsals, here's what to consider when planning audio visual equipment for a conference, business meeting or corporate event.
What AV equipment do you need for a conference?
Most conferences need a sound system, microphones and at least one screen for presentations. Larger events may also need multiple displays, stage lighting, video switching, recording equipment and technicians to manage everything during the event. The exact requirements depend on the audience, venue, programme and whether anyone will join remotely.
A meeting with 30 delegates has different requirements from a conference with 300 attendees, several presenters and a live stream.
The best starting point is your conference programme, not an equipment list. Use this guide to identify what matters, prepare your venue questions and brief an AV supplier.
What equipment might your conference need?
The equipment required depends on the conference programme, how delegates will use the room and what everyone needs to see and hear.
Not every conference requires a complicated technical system. Start with the essentials and add equipment where it serves a clear purpose.
PA systems
Help delegates hear speeches, presentations and announcements clearly.
Microphones
For presenters, panel discussions, interviews and audience questions.
Screens & projectors
Display slides, videos, graphics and supporting information.
Presentation switching
Manages changes between laptops, cameras and other video sources.
Lighting
Illuminates presenters and supports the appearance of the stage.
Technical support
Helps equipment, presentations and changeovers run smoothly.
Does a small conference need professional AV equipment?
Not always. A smaller conference may be adequately supported by equipment already installed at the venue. However, check that the microphones, speakers and screens are suitable for the audience, room and programme.
For an introduction to equipment planning, read How to Work Out What AV You Need.
What sound system do I need for a conference?
A conference sound system should make speech clear and intelligible throughout the audience area.
The right system depends on the room, seating layout, number of delegates, background noise and how many people will be speaking.
How many speakers do you need for a conference?
A smaller room may only need one or two suitably positioned speakers. A larger, longer or unusually shaped room could require additional speakers to achieve consistent coverage. There isn't a fixed speaker quantity based solely on delegate numbers.
Is the venue's PA system good enough?
It may be. Many conference venues have suitable installed equipment, but check that it can accommodate the microphones, playback sources and audience coverage required. A system designed mainly for background music may not be appropriate for a complex conference.
Questions to ask about the venue's sound system
- Can everyone hear clearly throughout the room?
- How many microphones can be connected?
- Can audio from laptops and videos be played?
- Can external equipment be connected?
- Who operates the system?
- Are there any restrictions or limitations?
Read What Size PA System Do I Need? or explore Hillside's Audio & Sound services.
A successful conference isn't just about having the right equipment. It's about making sure every speaker can be heard, every presentation can be seen and every changeover runs smoothly.
Which microphones are best for a conference?
The most suitable microphone depends on how the presenter speaks, whether they need their hands free and how much they move around.
Handheld microphones
Useful for speeches, interviews, audience questions and situations where microphones are passed between speakers.
Lapel microphones
Attach to clothing and allow hands-free presenting. Positioning and clothing can affect the sound.
Headset microphones
Position the microphone close to the mouth, making them useful for presenters who move around.
Lectern microphones
Can work well for formal speeches where presenters remain at a fixed position.
Table microphones
May suit panel discussions, meetings and speakers seated at a table.
Audience microphones
Help questions from delegates be heard throughout the room and by remote participants.
What microphones do you need for a panel discussion?
Panel discussions often benefit from individual microphones for participants, although the exact arrangement depends on the format. The moderator may also need a separate microphone. Confirm how many people will speak and whether audience questions are planned.
How do you manage audience questions?
For larger conferences, a wireless handheld microphone can be passed to delegates by a member of staff. Alternatively, fixed microphones can be positioned at designated question points. Plan this before the event rather than expecting delegates to shout from their seats.
Ask presenters whether they prefer to use their hands, move around or speak from a lectern. This can help identify the most suitable microphone before the event.
What size screen do you need for a conference?
Screen size should be based on viewing distance, room layout and the information being displayed.
Detailed slides, spreadsheets and diagrams may need to be larger or positioned closer to delegates than simple photographs or graphics.
Is one screen enough for a conference?
Sometimes. One screen may be sufficient where everyone has a clear view. Larger or wider venues may benefit from additional screens so delegates at the sides or back can see the content comfortably.
Should you hire a projector or LED screen?
A projector can work well where room lighting is controlled. LED can be useful where ambient light is difficult to manage or a bright large-format display is needed. The choice depends on the venue, content, audience and budget.
What is a confidence monitor?
A confidence monitor is a screen positioned where the presenter can see it, often near the lectern or in front of the stage. It may show slides, notes or timings, helping the speaker stay focused on the audience.
Read Projector, LED Screen or Video Wall? or explore Video, Screens & Projections.
How do you manage presentations from multiple speakers?
Conferences can become technically complicated when presenters bring different laptops, software and media files. Planning presentation arrangements early helps reduce delays.
Collect presentations
Where possible, receive slides and video content early so compatibility and playback can be checked.
Confirm laptops
Identify who will bring their own laptop and whether suitable connections are available.
Plan switching
Consider how content will change between presenters, cameras and other sources.
Allow testing time
Build time into the schedule for presentation, microphone and video checks.
Can several laptops connect to one conference screen?
Yes. Depending on the event, a video switcher or presentation system may help manage multiple sources and smoother transitions. The right equipment depends on how many sources are involved and how they need to be used.
Should presenters submit their slides in advance?
Where possible, yes. Early submission allows presentation files, embedded media and compatibility to be checked. However, organisers should also plan for last-minute updates.
Ask speakers whether their presentations contain video or audio, whether they need speaker notes and whether they're using their own device. These details can affect the technical plan.
Do you need stage lighting for a conference?
Not every conference needs specialist lighting. Some venues have suitable existing lighting, particularly for simple meetings or presentations.
Additional lighting may help presenters remain clearly visible, especially when room lights are dimmed for projection or the conference is being filmed.
What lighting is used for conference speakers?
Front lighting is commonly used to illuminate presenters so their faces are clearly visible. Suitable positioning and intensity help avoid glare and distracting shadows.
Can lighting change throughout the conference?
Yes. Different settings may be useful for presentations, panel discussions, networking and evening activities. These changes can be planned as part of the event programme.
Can lighting support corporate branding?
Yes. Coloured lighting can complement a company's branding, highlight stage features and create different atmospheres throughout an event.
Explore Hillside's Lighting & Effects services.
What AV equipment do you need for a hybrid conference?
A hybrid conference combines people attending in person with participants joining remotely. Both audiences need to see and hear the relevant parts of the event.
This usually requires more technical planning than a traditional in-person meeting.
Microphones & audio
Capture in-room speakers and provide suitable audio to remote attendees.
Cameras & video
Show presenters and discussions to the online audience.
Conferencing platform
Connect remote participants using an appropriate meeting or streaming service.
Reliable internet
Provide suitable bandwidth and stability for the intended video and audio.
In-room displays
Allow the audience and presenters to see remote participants or shared content.
Technical operation
Manage audio routing, cameras, sources and remote participation.
Can you use Zoom or Microsoft Teams for a hybrid conference?
Yes. Both can support hybrid events, but the AV system must be configured appropriately. Microphones, cameras, audio routing and echo prevention are particularly important.
Why does echo happen during hybrid conferences?
Echo can occur when microphones pick up sound from speakers and send it back to remote participants. Incorrect audio routing or several active devices in the same room can also cause problems. Suitable audio management and echo cancellation may be required.
What internet connection does a hybrid conference need?
The connection must support the chosen platform, video quality and number of streams. Upload speed, stability and reliability matter, particularly for live broadcasting. Important events may also need appropriate contingency arrangements.
Plan a hybrid conference as one connected event, rather than simply putting a laptop at the back of the room. Remote participants need suitable audio and video arrangements too.
Do you need to record or live stream your conference?
Recording and live streaming can help reach people who cannot attend, preserve presentation content or produce material for future communications.
However, these options require additional planning.
What's the difference between recording and live streaming?
Recording captures video and audio for later use. Live streaming transmits the event while it is happening. Some conferences use both approaches.
Can a conference be recorded using one camera?
Yes. One suitably positioned camera may be sufficient for straightforward recordings. More involved productions may benefit from additional cameras, separate audio feeds and video switching.
What should you check before recording?
- Camera positions and visibility.
- Audio quality.
- Presentation content.
- Lighting conditions.
- Privacy and permission requirements.
- Where the recording will be shared.
- File formats and editing requirements.
If presenters or delegates may appear in recordings, appropriate notices, permissions and data protection arrangements should be considered before the event.
Do you need an AV technician for a conference?
A technician isn't essential for every small meeting, but professional support can be valuable where a conference includes several speakers, microphones, screens or presentation sources.
Before the event
Install and test systems, check presentations and prepare microphones.
During the event
Manage sound, switching, lighting, playback and technical changeovers.
Technical troubleshooting
Respond to equipment, connection or presentation issues as they occur.
Can conference organisers operate the AV themselves?
Sometimes, particularly where equipment and the programme are straightforward. However, organisers often have other responsibilities, and a dedicated technician can reduce the technical demands placed on the team.
When is technical support particularly useful?
Consider professional operation for multiple microphones, hybrid participation, live streaming, complicated presentation changes or a tightly scheduled programme where delays could disrupt the event.
Read Hire Only or Fully-Managed Production? for more information.
What should you check with your conference venue?
Many venues provide some AV equipment, but facilities and included services vary. Confirm what's available before booking additional equipment.
- What microphones and sound equipment are installed?
- What screens or projectors are available?
- Is technical support included?
- Can external AV suppliers use the facilities?
- What electrical power is available?
- Is a suitable wired internet connection available?
- Are there restrictions on equipment installation?
- When can suppliers access the room?
- Is there space for technical control equipment?
- Can the room lighting be adjusted?
- What's included in the venue hire fee?
Can I bring my own AV supplier to a conference venue?
Often, yes. However, some venues have preferred suppliers, exclusive arrangements or restrictions on external equipment. Check early so your supplier can coordinate with the venue's technical team where necessary.
How much does conference AV cost?
Costs depend on the event size, venue, equipment, duration and technical support required.
A small meeting using existing venue equipment may have limited additional costs. A multi-day conference with several screens, microphones, lighting, cameras and technicians involves a different level of investment.
What affects conference AV hire costs?
- Number and type of microphones.
- Sound system requirements.
- Screen sizes and display technology.
- Presentation switching.
- Lighting requirements.
- Filming or live streaming.
- Delivery, installation and removal.
- Rehearsal and preparation time.
- Technical staff and event duration.
How can you keep conference AV costs under control?
Start with your event programme, check what's already included at the venue and identify the equipment that's genuinely needed. Sharing your budget and priorities with the AV supplier can help identify an appropriate solution without unnecessary complexity.
Your conference AV planning checklist.
Use this checklist when organising your event, briefing the venue or requesting a quotation from an AV supplier.
Event and venue
Speakers and sound
Screens and presentations
Lighting and video
Technical operation
Your event programme, venue information and audience requirements are enough to start a useful conversation. Read What to Tell Your AV Supplier for further advice.
Hillside’s advice: plan the changeovers, not just the equipment.
Good conference AV planning considers what happens between presentations as well as during them. Microphone changes, laptop connections, video playback and timing can all affect how smoothly the event runs.
Common questions about conference AV.
What does AV stand for at a conference?
AV stands for audio visual. Conference AV includes microphones, sound systems, screens, projectors, video equipment, lighting and technical systems that support presentations and communication.
What AV equipment does a conference for 100 people need?
A conference for 100 people may need a suitable PA system, microphones and one or more presentation screens. The exact requirements depend on the room, seating layout, programme and whether recording or hybrid participation is involved.
How many microphones do I need for a conference?
The number depends on the programme. A single presenter may need one microphone, while a panel discussion often requires several. Additional microphones may be needed for audience questions.
What is the best microphone for a conference speaker?
Handheld, lapel and headset microphones can all be suitable. The best choice depends on how the speaker presents, whether they need their hands free and how much they move around.
Do I need a sound engineer for a conference?
Not always. A straightforward meeting may not need a dedicated engineer. Larger conferences with multiple microphones, presentations or live streaming often benefit from professional technical operation.
What is a confidence monitor at a conference?
A confidence monitor is a screen positioned so the presenter can see slides, notes or timings without turning towards the main audience display.
Can conference AV be used for hybrid meetings?
Yes, provided the systems are appropriately configured. Hybrid events may require microphones, cameras, video switching, audio processing and suitable internet connectivity.
Should I use the conference venue's AV equipment?
Use the venue's equipment if it meets your requirements. Check its capabilities, restrictions, operation arrangements and whether additional equipment can be connected.
Planning a conference? Get the AV right.
Tell Hillside about your programme, venue, presenters and delegates. Hillside can help you identify appropriate sound, lighting and visual equipment and the right level of technical support.
Supporting conferences and business events across Worcestershire, Herefordshire and Gloucestershire, with UK travel for suitable projects.
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