Nothing kills a conference faster than bad audio, glitchy screens, or a microphone that cuts out mid-sentence. When people struggle to hear or see what’s happening, they lose focus, and your message gets lost. That’s why having the right setup isn’t just important; it’s essential.
A well-planned AV system makes your conference look and sound professional, keeping your audience engaged from start to end. But with so many options- microphones, speakers, projectors, LED screens– how do you know what’s best for your event?
No need to worry anymore. This blog will help you choose the right AV equipment kit, whether you’re looking to rent AV equipment or find a top-notch AV supplier.
WHAT IS AV EQUIPMENT ANYWAY?
Before we dive into the specifics of what you need for your conference, it’s important to understand what AV equipment means. AV stands for audio visual, which refers to the combination of sound and visual elements required for an event. AV equipment includes everything that plays a role in ensuring that both the audio (sound) and visual (video) components of your conference work seamlessly together. It’s all the kit you need for sound and pictures.
- Audio: microphones, speakers, and mixers.
- Visual: projectors, screens, and displays.
- Control: cables, switches, and laptops.
Now that you have a basic understanding of “what does AV equipment mean”, let’s move on to why it matters and what you need to know when selecting the right equipment for your conference.
WHY IS THE BEST AV EQUIPMENT IMPORTANT FOR CONFERENCES, ANYWAY?
You’ve spent months planning your conference. The speakers are ready, the agenda is set, and the attendees are excited. But the microphone doesn’t work when the day comes, the projector shows blurry images, and no one can hear the keynote speaker. Sounds frustrating, right? This is why choosing the right AV equipment is crucial. It ensures:
- Clear audio for every word spoken.
- Sharp visuals for presentation and videos.
- A professional look and feel for your event.
WHAT AV EQUIPMENT DO YOU NEED FOR A CONFERENCE?
Now, let’s get to our main topic. As we all know, every conference has different needs, and the AV equipment required can vary depending on the size, venue, and type of conference. However, there are a few basic pieces of equipment that are essential for almost any conference. Here’s a quick yet simple checklist of the essential AV equipment you’ll need for a successful conference.
1. MICROPHONES
Microphones are crucial for ensuring that speakers are heard clearly. In a large conference hall, the sound must travel far enough for all attendees to hear the speaker. The most common types of microphones used are:
- Wireless Microphones: These are ideal for speakers who like to move around the stage or interact with the audience.
- Lapel Microphones: Also known as clip-on microphones, these are perfect for hands-free speaking, making them ideal for panelists or moderators.
- Handheld Microphones: Typically used for interviews or Q&A sessions.
2. PROJECTORS AND SCREENS
To ensure that your audience can clearly see any presentations, videos, or slides, you will need a high-quality projector and screen. A projector is responsible for displaying visuals, while the screen ensures the images are large enough for everyone in the room to see.
When renting AV equipment for conference, make sure to consider the size of your venue. A standard projector may work just fine for smaller venues, but for larger conference halls, you’ll need a higher resolution and brightness projector to ensure visibility.
3. SPEAKER AND SOUND SYSTEM
Clear and consistent sound is required to keep your audience engaged. Whether you are hosting a small seminar or a large conference, you will need high-quality speakers to amplify the sound. In larger venues, you may also need a PA system (public address system) to reach all attendees.
It’s also important to remember that sound systems must be personalised to the size and acoustics of your venue. If you are hosting a conference in a large, open space, you will need a more powerful sound system than if you were in a smaller, more intimate setting.
4. LIGHTING EQUIPMENT
Proper lighting helps create the right atmosphere and ensures that your speakers are visible to everyone. At a basic level, you’ll need stage lighting to highlight your presenters. Depending on the event, you might also want to consider using ambient lighting to improve the overall mood of the venue.
Webcam lighting can also be important for virtual or hybrid events to ensure that presenters are clearly visible on screen.
5. CAMERAS AND VIDEO EQUIPMENT
Hybrid or fully streamed events are now essential. Cameras are required to record the event, stream live to remote audiences, and capture key moments. You may also need webcams for video conferencing, especially if your conference includes remote participants.
6. CABLES AND ACCESSORIES (DON’T FORGET THESE)
A conference wouldn’t run smoothly without the right cables and accessories to connect all your equipment. You will need various cables, such as HDMI cables, extension cords, and power strips. These can be easily forgotten, so make sure your AV equipment hire covers all these in a complete AV equipment rental package.
| 🎯 Quick Insights: Always do a test run of each equipment before the conference starts. You don’t want any surprises on the day. |
DO YOU NEED TO BUY OR RENT AV EQUIPMENT?
That’s the big question, isn’t it? If you’re only having a conference once in a blue moon, AV equipment rental is the way to go. It saves you money and storage space. If you are running conferences all the time, buying might make sense.
PROS OF RENTING AV EQUIPMENT
- Cost-effective because you only pay for what you need. There is no high upfront cost.
- Rental companies typically provide maintenance and support, so you don’t have to worry about troubleshooting technical issues.
- You will get the latest technology equipment without the big price tag.
- If you hire a complete AV equipment package, it will often include expert technical support from techies.
PROS OF BUYING AV EQUIPMENT
- Always available if you conduct a conference each month. So you don’t need to book in advance.
- Long-term investment, if you use it a lot, can save money.
- You have complete control to own the equipment.
A KEY NOTE FOR CHOOSING THE RIGHT AV EQUIPMENT Hire IN LONDON
When selecting AV equipment rentals in the UK, make sure to find a company that understands the specific needs of your audience. In the UK, clear audio and reliable equipment are expected, so don’t skimp on quality.
BONUS POINT: HOW TO FIND RELIABLE AV EQUIPMENT SUPPLIERS IN LONDON
When searching for an AV vendor, consider:
- Customer reviews and testimonials.
- Range of available equipment in their inventory.
- Check their expertise (ask how long they have been in this industry)
- Additional services like delivery and on-site support.
- Must be based in central London, so you can get equipment from where you want across the UK.
In London, companies like EMS Events specialise in providing top-notch AV equipment rental.
HOW TO MAKE YOUR CONFERENCE SOUND GREAT?
Sound is key. Here’s how to get it right:
- Microphone Placement: Keep mics close to the speaker’s mouth.
- Speaker Volume: Test the sound from different parts of the room.
- Room Acoustics: Soft furnishings can help absorb sound.
Making Your Visuals Pop.
Good visuals keep everyone engaged.
- Bright Projector: Make sure it’s bright enough for the room.
- Clear Screen: A wrinkle-free screen makes a big difference.
- High-Quality Content: Use clear images and videos.
| 📌 Pro Tip: Use a dark background on your slides to make the text stand out. |
COMMON MISTAKES TO AVOID WHEN CHOOSING THE AV EQUIPMENT
Avoid these common pitfalls when selecting the AV setup:
- Don’t ignore venue acoustics because bad sound can ruin the experience.
- Make sure all devices are compatible to avoid technical issues.
- Choose AV equipment that can handle all sizes of your audience.
FINAL TAKEAWAY
Choosing the right AV equipment doesn’t have to be a headache. By understanding your needs, working with a good AV supplier, and doing a bit of planning, you can make your conference a roaring success. Whether you rent AV equipment or buy it, the most important thing is that it works.
Remember, a well-equipped conference is a professional conference. So, take your time, do your research, and get the right kit for the job.
We at EMS Events provide AV equipment rental in London and across the UK. Backed by 25 years of experience, we offer top-notch event production services and a wide range of AV equipment hire to make your conference a hit. Contact us today to get a free quote and make your next event unforgettable.
