How to Choose the Right Equipment for Your Corporate Meetings &  Events

Are you planning a corporate event or meeting but feeling overwhelmed by what audiovisual equipment you need? Don’t worry, we’re here to give you handy tips on everything you need to know about choosing the right audiovisual and event production equipment to create a great event experience or if you’d prefer just give us a call on 02920 099357 to speak with an expert. 

Audiovisual Essentials

Firstly let’s talk about the essentials! When it comes to audiovisual equipment you need to start with the basics: sound, lighting and visuals. These can be some of the backbones to a successful event so it’s essential to get them right. 

Audio:

First off audio, regardless of the event it’s essential to get a clear, crisp sound. Depending on the size of the event, a portable PA system or powerful speakers may be all you need. However for larger venues or events, it’s important to spec a professional sound system with high quality microphones, mixers and speakers to ensure the optimal experience for your attendees. 

Lighting:

Next with lighting this helps to set the mood and create the right atmosphere for your event. Think about different types of lighting such as ambient lights, stage lights and up-lighters in your brand colours or if it’s an awards ceremony you’re planning consider using moving lights that can create excitement when winners walk to stage.  

Visual:

Then with visuals it’s crucial to ensure that your screens are large and bright enough for your content. 
Make sure there are no obstructions like pillars that block the audience from seeing the screens and add in relay screens where needed.
Core elements to remember here are high-resolution projectors or large LED display screens, think about the size and layout of your venue to help you choose the right screen and resolutions needed for your event.

To help your presenters feel more relaxed and comfortable adding switchers, a screen for their notes is a great touch.

Finally, don’t miss out on re-purposing your event content for socials or future promos adding professional video equipment such as cameras to capture all the sessions. 

A range of other factors

But don’t forget it’s not just about the essentials, there are plenty of other factors to consider when choosing the best audiovisual and event production equipment  for your event.

We all want the biggest and best but sometimes this isn’t possible when you have a budget to work to.
Determine what this is in advance and prioritise equipment that aligns with your needs but also your budget. Do your research and shop around for options and deals to find the best value for your money without compromising on quality. Bonus tip – The venue AV isn’t always the best price!

We have already touched on the venue, but this is a huge consideration when choosing your equipment. Consider the size, layout and technical capabilities of the venue. Don’t forget to work with the venues staff or have an experienced external AV provider to ensure your equipment works for your event and that it’s suitable for your venue. 

Think about your audience and their potential preferences and expectations when it comes to your events AV. If you have tech-savvy professionals you may want to push the boundaries to impress them or increase areas such as lighting, screens and stage designs, if you want to create a visually beautiful experience.  

Lastly technical support should always be considered when organising your event equipment. It’s important to have access to reliable technical support pre and  during the event. Whether you have your own team or partner with an AV provider who can offer support and guarentee your event runs smoothly from start to finish. 

By following these tips, you’re sure to choose the perfect audiovisual and event production equipment for your event and create an unforgettable experience for your atendees.