As an event organiser, you know that every detail matters. But there’s one factor that can quietly make or break your conference, gala, or corporate event: audio visual (AV) equipment. Even the most compelling content or star speakers will fall flat if your audience can’t hear clearly or see what’s happening on stage.
AV isn’t just technical—it’s an experience enabler. It transforms presentations, speeches, and entertainment from “good enough” to unforgettable. Here’s what every event organiser should consider when planning for AV.
Sound: Clarity is King
Speeches and presentations:
Microphones: Lapel mics keep speakers hands-free, perfect for moving presenters. Handheld mics work well for audience Q&A. If your presenters will be active or doing demonstrations, consider headset mics for consistent, clear audio.
Mixers: A small 6–8 channel mixer can balance multiple microphones and playback devices, ensuring consistent volume and preventing feedback.
Speakers: For 100 attendees, two powered speakers on stands are usually sufficient. Larger rooms or difficult layouts may require additional “delay” speakers to maintain clarity.
Entertainment:
Music or live performers require more headroom. Stage monitors help performers hear themselves. Subwoofers may be needed if bass-heavy audio is involved.
Visuals: Make Every Detail Visible
Audience engagement depends on visibility.
Projectors vs LED screens: Projectors are ideal for controlled lighting; LED screens deliver bright, crisp images in any conditions.
Screen size: Aim for at least 1/6 of the distance to the furthest audience member. For live demonstrations, consider IMAG (image magnification) so everyone sees clearly.
Camera feeds: Live demonstrations benefit from a camera projecting directly onto the main screen. This ensures the audience doesn’t miss key moments, especially when working with props or volunteers.
Stage & Atmosphere: More Than Just a Platform
Your stage is the heart of the event.
Size: Factor in space for presenters, demonstrations, or performers. Don’t overcrowd the stage.
Height: For 100 attendees, 40–60cm elevation is typically sufficient for sightlines.
Lighting: Front wash lighting ensures faces are visible. For entertainment segments, coloured or dynamic lighting can set the mood and elevate production value.
The Essentials Event Organisers Can’t Ignore
Cables, stands, and backups: Have spare batteries, XLR cables, and a backup mic on hand.
Technician support: Even the best gear needs a skilled operator. A professional AV technician handles sound checks, resolves issues, and keeps your event flowing seamlessly.
Flexibility: Build extra channels and capacity for last-minute changes—an additional mic or video feed often becomes necessary.
The Takeaway
Event organisers who prioritise AV don’t just check a box—they create memorable experiences. Crisp sound, clear visuals, and a well-considered stage make presentations impactful, keep entertainment engaging, and ensure your audience leaves impressed.
When planning your next event, start with AV in mind. Consult an experienced provider early. Define your audience size, room layout, stage requirements, and type of presentations or entertainment. With the right AV setup, your event won’t just run smoothly—it will be remembered.
Why Smart Event Organisers Prioritise Audio Visual
As an event organiser, you know that every detail matters. But there’s one factor that can quietly make or break your conference, gala, or corporate event: audio visual (AV) equipment. Even the most compelling content or star speakers will fall flat if your audience can’t hear clearly or see what’s happening on stage.
AV isn’t just technical—it’s an experience enabler. It transforms presentations, speeches, and entertainment from “good enough” to unforgettable. Here’s what every event organiser should consider when planning for AV.
Sound: Clarity is King
Speeches and presentations:
Entertainment:
Visuals: Make Every Detail Visible
Audience engagement depends on visibility.
Stage & Atmosphere: More Than Just a Platform
Your stage is the heart of the event.
The Essentials Event Organisers Can’t Ignore
The Takeaway
Event organisers who prioritise AV don’t just check a box—they create memorable experiences. Crisp sound, clear visuals, and a well-considered stage make presentations impactful, keep entertainment engaging, and ensure your audience leaves impressed.
When planning your next event, start with AV in mind. Consult an experienced provider early. Define your audience size, room layout, stage requirements, and type of presentations or entertainment. With the right AV setup, your event won’t just run smoothly—it will be remembered.
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