Event Audiovisual Equipment: Create an Engaging Sensory Experience

Lights, camera, action. Whether you’re hosting a Zoom Q&A or a hybrid conference, audiovisual (AV) technologies — such as speakers, microphones, and sound systems — play a key role in delighting your audience.

From crisp sound to clear video, audiovisual equipment is all about creating an immersive experience by putting sensory details front and center. Discover our tips on using AV to amp up your next event and deliver an unforgettable experience. Key takeaways

• High-quality audiovisual (AV) equipment is key to boosting audience engagement, enhancing quality, and creating immersive and memorable experiences for your attendees 

• Key AV equipment includes microphones, speakers, sound systems, projectors, monitors and lighting fixtures, and must be chosen carefully to align with your event goals and its purpose 

• During the AV setup process, careful preparation and collaboration with AV professionals is essential — from assessing your event needs to testing equipment thoroughly 

The importance of audiovisual equipment in event planning

Picture being at the cinema: the audio is crystal clear and the video quality is razor sharp. There are no distractions: no glitchy internet connection to interrupt the film, no phones buzzing, no muffled audio. You can focus on the story easily and become absorbed in the world in front of you.

This is what a great event should feel like too. AV equipment has one goal: it should enhance — and not detract from — this experience. With its power to engage your audience, enhance presentations, and create memorable experiences, AV equipment should be an important part of your event planning. 

Boosting audience engagement

Did you know that, according to one study of event organizers, the biggest annoyance at virtual events is a bad connection, closely followed by faulty microphones and poor-quality cameras? It’s easy to see why: these glitches take the audience out of the experience and disrupt engagement. 

Crystal-clear audio and high-res video, however, mean it’s easier for attendees to immerse themselves in the moment. High-quality AV equipment is a key way to promote engagement at your event — whether that’s increasing interaction during Q&As or maintaining attention during a livestream. 

Enhancing presentations

Delivering a great presentation relies on capturing the attention of the audience. According to one study on the science of effective presentations, audiences are two times more likely to remember interactive content than static content — and this is where high-quality AV equipment can step in. 

Premium visual aids, such as videos, animations, and slideshows, can help to keep attendees engaged, while confidence monitors can be placed strategically for presenters to see their slides without turning away from the audience, ensuring smooth delivery. In a large crowd — such as a conference — quality microphones and speakers ensure all guests can hear the presentation well. 

Creating unforgettable experiences

The recipe for an immersive event experience relies on several AV ingredients: powerful audio, compelling video, and other technologies such as virtual reality and augmented reality. These elements can work together to transport attendees into the world of the event.

You can couple audio and visual equipment with other sensory elements to delight your attendees: think interactive features like touchscreens, delicious refreshments, or atmospheric lighting to set the mood. Comprehensive AV setups, when combined with the right design details and event branding, can help to orchestrate an unforgettable experience for your guests.

Essential audiovisual equipment checklist

The type of audiovisual equipment you need will vary depending on your event — its size, scale, and purpose. 

For instance, a mid-size book launch is likely to need three microphones (one for the author, one for the interviewer, and another for audience questions), while a music festival is likely to require a higher number of microphones, speakers, mixing desks, and lighting equipment. 

Most important, however, is that your AV equipment enhances the attendee experience and helps the event run smoothly. Make sure to consider the following when deciding on your equipment:

• Ease of use: Is the equipment easy for staff to use, or will you need to hire additional AV support?

• Frequency of use: Will you need this equipment for all events, or just one? This may factor into your decision to rent or purchase equipment. 

• Scalability: Is the equipment easy to use on a larger scale? This may be important if you’re considering scaling your events in the future.

Audio equipment

First up: audio. Audio equipment — such as sound systems and microphones — is fundamental for delivering clear, crisp audio and ensuring an immersive experience for event attendees. It may especially be worth investing in audio equipment if sound is an integral part of your event: such as the streaming of a live concert, or an event with a large audience. 

You might want to consider the following audio equipment:

Microphones

Microphones capture sound at your event. Opt for wired or wireless microphones, or lapel microphones for your speakers, performers, and talent. Wired microphones are a good option for static performances — such as lectures at a conference — while wireless or lapel designs are best for more dynamic performances, allowing speakers to move around the stage.

Speakers and amplifiers

Speakers deliver sound at your event, while amplifiers boost it. You might choose to use powered speakers with built-in amplifiers, or those without — your choice will depend on the size of your audience and your venue (in other words, how far you need the sound to travel). If you’re working with an AV company, make sure to ask them which speakers and amplifiers are best for your event. 

Mixers

Mixers allow you to control, adjust, and enhance sound at your event. These are particularly useful for events with multiple sound sources — for instance, multiple microphones or instruments for live music. 

For a large event or an event with complex sound requirements, you may want to consider audio equipment with premium signal processing capabilities. Signal processors enhance audio signal quality by removing noise and applying effects, while audio mixers and various sound system configurations (such as mono, stereo, or surround) can achieve the desired sound output for the event.

Visual equipment

Next: the visuals. Similarly to audio equipment, it may be worth spending more on your visual equipment if it plays a key role in your event — such as a film festival or a livestreamed eSports tournament. Consider the following visual equipment:

Projectors and panels

Projectors and wall panels can be a good option to display video on a large scale at your event. The option you choose will likely depend on the size and scale of your event visuals: for instance, a high-resolution projector can be a good choice to display a presentation, animations, or video — while modular LED panels can create engaging custom-sized video walls at an immersive art installation.

Cameras

Cameras capture footage of your event, which can then be used to livestream events in real time or used as marketing material afterward. Make sure to discuss with your AV equipment company as to which cameras will best suit your needs. 

Video streaming 

If you’re planning to stream pre-recorded video footage or other visuals at your event, you’ll likely need a laptop, computer, or other device to stream from (plus relevant cables, such as HDMI) in addition to a projector. 

Lighting and stage setup

Finally, lighting and stage design are important aspects of event design. Lighting (like programmable LEDs or strobe lighting) plays an essential role in creating the atmosphere and mood of the event. Develop a robust lighting plan to decide on the style—such as static lights or dynamic lighting—and aesthetic.

If your event involves a stage, make sure to consider its setup: including stage lighting, layout, positioning of AV equipment (such as speakers and microphones), and furnishings (such as tables and seating for panels and talks). You’ll also want to consider screens and backdrops, such as holding slides and videos to add visual interest to the stage setup. 

Tips for selecting and using AV equipment

How can you decide which AV equipment is right for your event? From assessing your event’s needs to testing equipment ahead of time, discover our tips on selecting and using the right equipment. 

Assessing your event's needs

The first step in selecting your AV equipment is to go back to basics: what does your event need to run? To think about this, you might want to consider:

• Your event purpose: Keep your event’s purpose front and center when you choose your AV equipment. For instance, if the purpose of your event is to widen access to the arts, make sure your AV equipment facilitates this. This might be tech with built-in accessibility features, or high-quality video that extends the experience to remote attendees. 

• Your event goals: Similarly, your SMART goals should be the driving force behind your equipment decisions. For instance, if your goal is to educate people on a specific topic at a conference panel, how can your AV equipment help you to do this? This might include prioritizing visual stimuli to aid learning — such as video or animation — and might mean you prioritize audio quality and live caption technology so that all attendees can access the talk.

• Speakers and presenter requirements: What equipment do your participants need to succeed? Think audience clickers to keep their presentations interactive, or lapel microphones so they can move across a stage as they talk. Talking to your talent beforehand can help to clarify the technical requirements for your AV equipment. 

• Audience size: This is essential for determining the scale of your equipment needs. For instance, a roundtable discussion with a large audience may require multiple roving microphones to speed up questions, while festivals with multiple stages will require multiple PA systems. 

Testing and troubleshooting

As with all elements of event planning, the best way to identify any roadblocks is to stage rehearsals beforehand — so make sure to build in plenty of time for tech run-throughs in your planning schedule. 

Before the event, check that all AV devices are configured correctly and ensure they’re compatible with your system and other devices. This can help you prevent technical issues on the day-of. You might also choose to run individual component checks, verifying the signal at each connection point to isolate and troubleshoot issues.

As with all elements of event planning, make sure your AV equipment has a contingency plan in place — this might mean carrying spare parts (like HDMI cables) or having AV experts on hand to help with last-minute problems on the day.   

Collaborating with AV professionals

Whether this is working with audio engineers or an equipment company, collaborating with professionals can be an effective way to make your AV prep more efficient. You might want to consider partnering with:

• AV equipment companies: If you’re looking to obtain a large quantity of equipment, one option is to hire from an AV company. This negates the need to purchase the devices you need (and to store and maintain them), which can be a more cost-effective way to produce your event. Many companies are often happy to provide advice, which may help if you’re unsure of the exact equipment you need.

• AV experts: Depending on the requirements of your event, you may want to hire freelance audio engineers or technicians to help troubleshoot any potential problems on the day and ensure a polished event. An experienced AV team can help put your mind at rest, allowing you to focus on other elements of event delivery — such as connecting with your audience.  

Innovative AV technologies for enhanced event experiences

The best way to excite your attendees: surprise and novelty. In the world of AV technology, there are plenty of ways to bring these elements into your event design — whether that’s using vibrant LED displays or introducing interactive real-time quizzes. 

When you’re researching your options, make sure to take a look at current trends to delight your attendees with the latest tech. Discover tips on how to transform your attendees from spectators to participants below.

Interactive elements

Get audiences engaged by introducing interactive AV elements to your event. There are a number of ways to do this, including:

• Audience participation: Audience participation can be enhanced with creative technologies like wristband and lanyard lighting, which illuminate during key moments, or can be synced with music for an immersive audiovisual experience.

• Information touchpoints: You might choose to provide information about the event — such as the event program, wayfinding details, or FAQs — accessible via interactive screens or QR codes.  

• Feedback tools: Tools that encourage audience response — such as surveys on touchscreens and AI chatbots can be an effective way to gather feedback and conduct real-time polls.

• Gamified tech: You might choose to provide fun ways for attendees to interact with your event, such as interactive screens or whiteboards where attendees can draw, take quizzes, or learn new things. You could also introduce a gamified points and reward system to encourage competition.  

Livestreaming and social media integration

Livestreaming events can amp up your event’s reach and boost attendee interaction — both on-site and virtually — and integrating social media is a great way to create a buzz. You might consider the following:

• User-generated content: You might have interactive elements at your event — for instance, drawing competitions, costumes, or whiteboard walls — that you can encourage attendees to share on social as part of your social media marketing strategy.

• Bespoke hashtags: Encourage attendees to share photos and videos of the event with a custom hashtag — this fosters real-time engagement and will help you expand your online reach. 

• Competitions: You might also choose to offer incentives for sharing content with your hashtag by offering free merchandise, or tickets to your next event. 

Equally, another great way to add interest for your attendees is to add a livestream element — whether that’s a livestreamed performance at a hybrid event or an exciting announcement streamed from your socials. 

• Equipment: To livestream your event, make sure you have the right AV equipment. This includes high-quality cameras, encoders, and microphones to broadcast event content in real time. 

• Platform: Platforms like Facebook Live, YouTube Live, and Instagram Live allow you to livestream your event to your followers. 

• Participation: Make sure to involve your remote and live audiences equally in your livestream, offering equal opportunities for interaction (for instance, extend the same opportunities for giveaways, competitions, or Q&As to your virtual audience too).  

Immersive visuals and sound

Creating immersive experiences — otherwise known as experiential marketing — can be an effective way to create an emotional connection between your audience and your brand. And AV can play a key role in that. 

To create a truly immersive experience, think of your event like a movie set: how can you create a world that is engaging and compelling, and full of sensory detail? The first things that come to mind might be a great movie soundtrack, or a visually interesting set design. 

Recreate this experience by bringing these sensory elements into your AV setup. Try using immersive audio — this might be sound effects, playlists, or live music — or visuals (such as video walls or installations) to create intrigue. To go one step further, you might choose to use virtual reality for different elements of your event — for instance, an enhanced product demo or roleplaying game — to add something unique. 

Preparing your venue for AV setup

The final step in AV prep: setting up the venue. You’ll want to assess the venue’s available infrastructure — such as existing sound systems, screens, and lighting setups — to understand what additional equipment might be necessary. 

The space may have specific requirements, so make sure to check with venue management ahead of time before setting the equipment up. You can then take a collaborative approach to addressing any challenges or roadblocks.

Assessing venue infrastructure

Whether you’re hosting an indoor Halloween film festival at a cinema or an outdoor arts and crafts fair, you’ll need to do a rigorous assessment of your venue’s infrastructure, including:

• Venue policies: Make sure to check with venue management ahead of time on various policies, such as AV equipment setup, noise limitations, curfews, licenses, and available technical support they might be able to provide. 

• Existing setup: In your infrastructure assessment, make sure to pay attention to existing hardware and software to ascertain its compatibility with your own AV equipment. Are the devices compatible and functional? Will you need to supply extra cables or power supplies, or can the venue do this?

• Outdoor requirements: Outdoor events will likely require equipment that can withstand outdoor elements like sunlight, heat, wind, and rain — so make sure to use weatherproof AV equipment.

• Acoustics: What are the venue’s acoustics like? This will play a significant role in the quality of sound, so you’ll need to factor this in when choosing your AV equipment. Check with venue management if you need extra info or advice. 

Power and connectivity

At the venue, you’ll also need to assess your power and connectivity requirements. You might want to consider:

• Power supplies and outlets: Does the venue have adequate power supplies and outlets to support power-hungry lights and projectors? Will you need to supply extra power sources or cables? Make sure to evaluate the power needs of your AV equipment in advance — you can usually obtain this information from your suppliers — in order to ascertain whether the venue’s power resources are sufficient. 

• Power distribution: With a technician, make sure to develop a power distribution strategy to delineate how electricity will be routed to each AV component, factoring in cable routing, extension cords, power strips, surge protectors and alternate power sources. All AV team members should be informed about the power distribution plan, with an emphasis on safety procedures and efficient power use.

• Alternative power sources: In the event of adverse weather conditions, do you have a backup plan for an alternative power source to keep the event running smoothly? 

Safety and aesthetics

One of the most important considerations for any event is health and safety — and setting up your AV equipment is no different. Pay attention to the following:

• Cables: Make sure cables are neatly organized and kept out of sight where possible using tape or cable covers in walkways — especially in areas of high traffic to avoid creating a trip hazard. You can also use overhead rigging to elevate cables where appropriate. 

• Equipment: Make sure all heavy equipment is secured in place. You may also want to ensure that certain pieces, such as mixing desks, are attended by technicians at all times. 

Whether you’re hosting exciting music nights or immersive installations with local artists, event audiovisual equipment is a must-have for delighting your guests. Delivering crystal-clear sound and high-res video can go a long way toward immersing attendees in the moment, crafting a professional image for your brand, and amping up the overall quality of your event.

Frequently Asked Questions

Why is AV equipment important in event planning?

When planning your event, it’s essential that AV equipment is kept front and center. High-quality equipment can help to enhance the quality of the event delivery, amplify audience engagement, and craft an unforgettable sensory and immersive experience. 

What is the essential AV equipment for events?

Your AV equipment needs will vary depending on the size and scale of your event. However, the most common AV equipment tends to be a mix of microphones, speakers, lighting systems, and visual elements such as projectors and screens. 

What are some tips for selecting and using AV equipment?

When selecting and using AV equipment, it’s important to assess your event’s needs, test and troubleshoot the equipment beforehand, and seek expert recommendations from AV professionals. These three steps can help ensure a successful AV setup.

How do I prepare my venue for AV setup?

To prepare the venue for AV setup, it is critical to evaluate the existing AV infrastructure thoroughly to assess compatibility (and supply any missing elements), ascertain power requirements for all devices, and ensure proper cable management to maintain both safety standards and visual appeal. You’ll also want to liaise with venue management and technicians to ensure that all aspects of AV equipment are set up correctly.