Audio-visual technology (AV) is an essential part of almost every meeting, conference, and event. From presentations and panel discussions to video calls and keynote speeches, the right AV setup helps keep attendees engaged and ensures your message comes through clearly.
But for meeting planners, AV can sometimes feel like a language of its own. What equipment do you actually need? What should you ask your AV team? And what can you do ahead of time to avoid technical issues on event day? It’s hard to know what’s needed if you’re unfamiliar with the technology that is available to you.
You don’t need to be an AV expert to plan a successful meeting, and you can certainly have venue Audio Visual staff assist you. However, understanding a few basic concepts and tech options can help you make informed decisions, communicate with your AV team, and build a more accurate event budget.
Know Your Basic AV Equipment
The specific equipment you’ll need depends on the type and size of your meeting, but most events use some combination of the following:
Microphones: Microphones make sure speakers can be heard throughout the meeting space. Lavaliere microphones clip onto a speaker’s clothing and are useful for presenters who need to move around, while handheld microphones are common for panel discussions and audience Q&A. Larger events may require multiple microphones at once.
Speakers: A room’s acoustics and size play an important role in determining how much amplification is needed. Your AV team can help determine the appropriate speaker setup so attendees in the front and back of the room can hear comfortably.
Projectors and screens: Presentations, videos, and other visuals typically require a projector and screen or a large display. Consider where screens will be positioned and whether everyone in the room will have a clear view.
Laptops and presentation equipment: Don’t forget about the devices and connections needed to get presentations onto the screen. HDMI, USB-C, and other connections can vary between computers, so having the appropriate adapters available is important.
Lighting: AV isn’t only about sound and screens. Lighting can affect presentations, video recordings, and the overall atmosphere of your event. You may want brighter lighting for presentations and note-taking and softer lighting for receptions or social events.
Understand Your Room
The meeting space itself is one of the biggest factors in determining your AV needs.
A small boardroom meeting may only require a screen and a simple microphone setup, while a large general session with hundreds of attendees may require multiple microphones, large screens, speakers, and additional production equipment.
Room layout matters, too. A theater-style setup, classroom arrangement, and banquet configuration each create different sightline and sound considerations.
When planning your event, think about where presenters will stand, where screens will be placed, where attendees will sit, and how people will move through the room. Sharing your agenda and room setup with your AV team early can help them recommend the right equipment.
Think About Your Audience
Your AV setup should make it easy for attendees to see, hear, and participate.
Consider questions such as:
- How many people will be in the room?
- Will attendees need to take notes?
- Will there be audience participation or Q&A?
- Will speakers be moving around the stage?
- Are there remote attendees joining virtually?
- Will presentations include video or sound?
- Will the event be recorded or livestreamed?
The answers can significantly change your AV requirements.
For example, a presentation-heavy conference may need multiple screens so attendees don’t have to look too far from the stage. A panel discussion may require several microphones and a dedicated moderator microphone. A hybrid meeting may require cameras, additional microphones, technology for connecting remote participants, and a dedicated Audio Visual Technician for the meeting.
Don’t Forget About Connectivity
Modern meetings often rely on more than a presentation deck. Speakers may need to connect to video conferencing platforms, stream content, show online demonstrations, or communicate with attendees joining remotely.
Make sure you know what internet connectivity is available in your meeting space and what equipment will be required to connect your devices. If multiple presenters are involved, determine ahead of time how presentations will be shared and who will control the presentation computer.
It’s also smart to identify a backup plan. Having presentations saved in more than one location and keeping necessary adapters and cables available can save valuable time if something doesn’t go according to plan.
Build AV Into Your Budget Early
One of the easiest ways to avoid an unpleasant surprise is to consider AV from the beginning of the planning process.
AV costs can vary considerably depending on the size and complexity of your event. Equipment, labor, setup, and additional services such as livestreaming or recording can all factor into the final cost.
Instead of waiting until the final stages of planning, talk with your venue and AV team early. Give them your expected attendance, agenda, room setup, and presentation needs. They can help you determine what’s necessary and where you may be able to simplify.
It’s also worth asking what AV equipment is already included with your meeting package or venue rental. Depending on the property and event, some basic equipment may already be available.
Always Schedule a Sound and Technology Check
One of the best things you can do for a smooth event is test everything before attendees arrive.
A technology check should ideally happen well before the first presentation begins. Test microphones, presentations, videos, internet connections, remote participants, and any other technology you’ll be using.
If you have multiple presenters, consider having them test their presentations individually. This is particularly important when presentations contain embedded videos, audio, or unusual fonts and animations.
For hybrid meetings, test the experience from both sides. Someone joining virtually should be able to hear the speakers clearly, see the presentation, and understand what’s happening in the room.
Have a Plan B
Even with careful preparation, technology doesn’t always cooperate. That’s why experienced meeting planners plan for the unexpected.
Keep backup copies of presentations. Have extra cables and adapters available. Know who to contact if a technical issue arises. And make sure your speakers and event staff know what to do if technology temporarily stops working.
The goal isn’t to eliminate every possible problem. It’s to make sure a small problem doesn’t become a major disruption.
Work With Your Venue and AV Team
Perhaps the most important AV basic for meeting planners is knowing when to ask for help.
You don’t need to know every piece of equipment or understand every technical specification. Your venue and AV professionals can help translate your event goals into the technology needed to make them happen.
At The Madison Concourse Hotel, our experienced meetings and events team works with planners to understand their agendas, room setups, and presentation needs. From choosing the right meeting space to coordinating technology before the event begins, having an experienced team on your side can take some of the uncertainty out of AV planning. We work across a wide spectrum of budgets and can engineer a solution that meets both your technical needs and your financial goals.
When you understand the basics, ask the right questions, and involve your AV team early, technology becomes less of a challenge and more of a tool for creating a successful meeting.