How to work out what AV you need.
Planning an event but not sure what sound, screens or lighting you'll need? Start with your audience, your venue and what you want people to experience — not a list of technical equipment.
What AV equipment do I need for my event?
The AV equipment you need depends on the type of event, audience size, venue and what you want people to see and hear. Most events require some combination of speakers, microphones, lighting or screens. The right solution is equipment that works for your particular space and activities, without unnecessary complexity or expense.
You don't need to know the technical names of everything before speaking to an AV supplier. Understanding what you're trying to achieve is a much better starting point.
Whether you're planning a conference, wedding, live performance, outdoor festival or business presentation, the following questions will help you work out what matters.
What are you trying to achieve?
Before choosing any equipment, consider what needs to happen at your event. Are people listening to a speaker, watching a presentation, enjoying live music or celebrating a special occasion?
Different objectives need different equipment and levels of support.
Business presentations
You may need microphones, speakers and a screen that everyone can see clearly.
Conferences
Multiple microphones, presentations, screen switching and technical operation may be required.
Weddings and celebrations
Consider speeches, background music, evening entertainment and atmospheric lighting.
Live performances
Sound reinforcement, stage monitoring, performance lighting and technical control may be needed.
Outdoor events
Think about wider sound coverage, power supplies, weather protection and audience movement.
Public and sporting events
Clear announcements, audio coverage, visual information and safe equipment positioning may be important.
How many people are attending, and where will they be?
Audience size matters, but it isn't the only consideration. An event for 100 people seated in a conference room has very different requirements from 100 people spread across an outdoor space.
- How many people are attending?
- Will they be sitting, standing or moving around?
- Is the event indoors or outdoors?
- Will everyone be in one room or several areas?
- How far will people be from the stage or screens?
- Are there acoustic challenges or background noise?
Does a bigger audience always need a bigger sound system?
Not necessarily. Room layout, acoustics, background noise and the type of programme can matter as much as the number of people. The goal is consistent, intelligible sound throughout the audience area, not simply the biggest speakers available.
For more detail, read What Size PA System Do I Need?
The best starting question isn't "What equipment should I hire?" It's "What do people need to see, hear and experience?"
What sound equipment might you need?
Good sound makes speeches understandable, music enjoyable and announcements easier to follow. Your requirements will depend on the programme and the venue.
PA speakers
Amplify speech, music and other audio for the audience.
Microphones
For presenters, performers, panel discussions and audience questions.
Mixing desks
Manage multiple microphones, instruments and playback sources.
Stage monitors
Help musicians and performers hear the sound they need.
Playback equipment
For music, video soundtracks and recorded announcements.
Sound engineers
Set up, test and manage sound throughout an event.
Do I need a microphone for a small event?
Possibly. Even in a small room, a microphone can make speech clearer when there is background noise, people are seated at a distance or several presenters need to be heard. The best microphone depends on whether speakers need to move around and how it will be used.
Explore Hillside's Audio & Sound services for PA systems, microphones and sound engineering.
Do you need screens, projectors or video equipment?
If your audience needs to see presentations, videos, graphics or live camera feeds, consider how that content will be displayed.
Common options include:
- Projectors and projection screens for presentations and video.
- Large-format displays for smaller spaces or information points.
- LED screens and video walls for larger displays or high-brightness applications.
- Cameras and video systems for recording or live feeds.
- Presentation switching to manage multiple content sources.
How do I know what screen size I need?
Consider how far away your audience will be, the size of the room and what you'll be showing. Detailed text may need a larger or closer screen than simple images. Ambient light also matters: a projector suitable for a dark room might struggle in a brightly lit venue.
Compare the options in Projector, LED Screen or Video Wall? or explore Video, Screens & Projections.
What lighting does your event need?
Event lighting isn't just about making a room brighter. It can improve visibility, highlight people or objects, create atmosphere and help different parts of an event feel distinctive.
Stage lighting
Illuminates presenters, musicians and performers.
Atmospheric lighting
Creates colour, ambience and a particular mood.
Special effects
Adds visual impact to performances and celebrations.
Is the venue's existing lighting enough?
Sometimes. It may be suitable for meetings or simple presentations, but additional lighting might be needed for a stage, filmed content or a particular atmosphere. Also consider whether the lighting needs to change throughout the event.
Find out more about Hillside's Lighting & Effects services.
Can you use the AV equipment already at your venue?
Yes, provided the equipment is suitable for your particular event. Many venues already have microphones, speakers, screens or projectors, but what's installed may not cover everything you need.
Questions to ask your venue
- What AV equipment is installed?
- Is it included in the venue hire price?
- Who can operate it?
- Can external equipment be connected?
- Are there restrictions on sound, access or installation?
- Is the equipment suitable for the event we're planning?
A venue may have a built-in PA system, but that doesn't automatically mean it is suitable for live music. Equally, an installed screen might work well for a meeting but not be large enough for a conference audience.
Check what the equipment can actually do before relying on it.
Do you need an AV technician at your event?
Not every event needs a technician throughout the day. A straightforward meeting might only require equipment to be delivered, installed and tested. More complex events often benefit from professional operation.
Technical support can be particularly helpful when your event includes:
- Several presenters or microphones.
- Live music and performances.
- Different presentation or video sources.
- Programmed lighting changes.
- Live recording or filming.
- Rapid changeovers and tightly timed programmes.
What's the difference between equipment hire and managed AV?
Equipment hire provides the agreed equipment, with delivery and installation depending on the arrangement. Managed AV can additionally include planning, technical design, engineers and operation during the event. The most suitable option depends on your experience, event complexity and the support you need.
Read Hire Only or Fully-Managed Production? or explore Equipment Hire.
What practical details should you check before booking AV?
Even the right equipment needs suitable space, power and access. These practical details can affect what equipment is used, how it is installed and how much time is needed.
Power
Suitable electrical provision and any additional power distribution.
Access
Loading, parking, stairs, lifts and getting equipment into position.
Set-up time
Enough time for installation, testing, rehearsals and dismantling.
Space
Room for equipment, control positions, safe routes and any staging.
Weather
Protection, site conditions and contingency arrangements for outdoor events.
Venue rules
Restrictions on rigging, noise, equipment positioning and working hours.
For more detailed help, see Event Power, Access and Set-Up and Planning AV for an Outdoor Event.
How much should you budget for event AV?
The cost of event AV depends on the equipment, event duration, venue, transport, installation and technical support required.
When planning your budget, allow for:
- Equipment hire.
- Delivery and collection.
- Installation and dismantling.
- Technical staff.
- Rehearsals and testing.
- Additional infrastructure and power requirements.
- The number of event days.
How can I avoid paying for equipment I don't need?
Explain what you're trying to achieve, what your venue provides and your approximate budget. An experienced supplier can help identify the most useful equipment and where a simpler solution might be appropriate.
You don't need to create a detailed equipment list before asking for advice.
Your event AV planning checklist.
Before contacting an AV supplier, gather as much of the following information as you can.
A good AV supplier should help you work through the details. Our guide to What to Tell Your AV Supplier explains the information that's useful to share.
Hillside’s advice: start with the event, not the kit.
Every event has different priorities, so it's worth understanding the venue, programme and audience before making equipment decisions.
Common questions about event AV.
What does AV mean for an event?
AV means audio visual. In events, it refers to sound, video, displays and related technical equipment. Event AV services can also include lighting, installation and technical production support.
Do all events need professional AV equipment?
No. Small meetings and gatherings may be adequately supported by existing venue equipment. Professional AV becomes more useful when audience numbers, sound requirements, visual content or technical complexity increase.
How far in advance should I book an AV supplier?
As early as practical, especially for larger events, specialist equipment and busy dates. Early contact allows time to assess the venue, confirm availability and plan the technical requirements.
Can one company provide sound, lighting and video?
Yes. Many AV companies provide combined sound, lighting and video services. Planning these together can help equipment, installation and technical operation work as one coordinated system.
Can I hire AV equipment without knowing how to use it?
Often, yes. Depending on the supplier, you may be able to arrange equipment delivery, installation, a demonstration or an operator. More complex systems may benefit from professional technical support.
What if I don't know what equipment I need?
Start by explaining the event, venue, audience, programme and what you want to achieve. An AV supplier can then help identify suitable equipment and support without expecting you to understand technical specifications.
You don't need to know the kit.
Tell Hillside what you're planning, what people need to see and hear, and where the event is happening. Hillside can help identify sensible audio, visual and lighting options and the right level of technical support.
Supporting events and productions across Worcestershire, Herefordshire, Gloucestershire and suitable projects throughout the UK.
Talk to Hillside about your event →Explore Hillside's technical services, or see who we help, including events and festivals and business and corporate events.
A conversation can help you avoid hiring more than you need — or missing something important.