How Much AV Equipment Do You Need For Your Corporate Event?
Are you planning an upcoming corporate event? Whether you are an event planning veteran or new to the business, it helps to be able to communicate with your audiovisual provider to determine the amount and type of AV equipment needed for your specific event. Below is an overview of the different setup options depending on the number of attendees and type of venue.
A small event is one with 30 attendees or less, or one held at a venue such as an office space or restaurant. For an event of this size, small-scale equipment is usually sufficient. The setup options are:
- For a smaller room (less than 30 attendees): One loud speaker to play audio from the computer, plus one projector and projector screen to display visuals.
- For a larger room (30+ attendees): Two loud speakers (one left, one right) in the front of the room, a projector and projector screen centered in the middle, and a wireless microphone to amplify the presenter’s voice.
Wireless slide advancers are recommended in order to facilitate presenter’s mobility through the slideshow presentation.
A mid-sized event is one with around 50 – 200 attendees. The venues for these types of events include hotel banquet rooms, larger private dining rooms, larger office meeting rooms, and outdoor venues. The AV setup needs to ensure that each member of the audience can see and hear clearly. The set up options are:
- For a smaller space: The suggested setup includes one loud speaker on each side of the room, plus a mid-range power projector and a medium to large screen set up in the center.
- For large rooms: two screens on each side may be necessary, multiple loud speakers, and a wireless microphone for the presenter to ensure optimal audio coverage and mobility.
Often lighting and truss is used to set the ambience, especially if the room’s built-in lighting (usually fluorescents) is not desirable.
A large event hosts anywhere from a few hundred to thousands of attendees. Venues for these larger events include stadiums, auditoriums, trade shows, convention centers, main banquet rooms, exhibits, outdoor arenas, and more. Such venues call for more powerful AV equipment. Even with the most sophisticated equipment, a traditional front left and right loud speaker setup will likely not be sufficient. In addition to the above listed setup for the small to mid-size venues, the following might be needed:
- Side fills may be used to provide sound for the audience seated further back from the stage. More than two projectors are recommended.
- Staging and risers are likely a necessity in order for the presenters on stage to be visible to the audience.
- The setup becomes more complex and advanced in terms of lighting. While conventional, non-moving lights are often used for presentations and seminars, moving, automated lights are popular in a live show scenario.
When planning your event and consulting with an AV company regarding necessary equipment, always take the time to consider attendance and venue size. You want to make sure that you don’t order more, or less, than what you really need!