Corporate conferences are not concerts. You’re not trying to impress people with effects, you’re trying to deliver information clearly, without tech drama.

A solid setup does three things:

• Everyone can hear every word, without feedback or dropouts
• Everyone can see slides clearly, even at the back
• The organiser is not playing technician while also running the event

If your AV plan doesn’t protect those three things, it’s not a plan.

Start with the format, not the equipment

Before you talk about screens or microphones, lock in the format. Most corporate conferences fall into one of these:

• Keynote + slides (one main speaker at a time)
• Panel discussion (multiple speakers sat or stood together)
• Q&A with the audience (you need roaming mics)
• Hybrid or recording (you need clean audio and sensible camera placement)

Your format decides your mic count, your audio mixing needs, and whether you need cameras.

Audio, the part that can’t fail

If your visuals are slightly washed out, people grumble. If your audio is bad, people tune out.

What you actually need

• Wireless lapel mic for your main speaker (hands-free)
• Handheld wireless mic for Q&A (or a roving runner)
• A basic mixer if you have more than one mic and a laptop audio feed
• Speakers matched to the room so sound is even, not loud at the front and weak at the back
• A tech on-site who can ride levels and fix problems fast

Reality check: in hotel suites, room acoustics can be tricky. High ceilings, hard walls, weird layouts. That’s where the tuning and speaker placement matters.

Visuals, make slides readable from the back

You need people at the back to read the key points without squinting.

Options that usually work

• Projector + screen for many hotel suites and conference rooms
• Large display screens for smaller rooms
• LED screen/video wall if the room is bright or you need extra impact

Don’t guess screen size
If you’re expecting 150 to 200 people, the room depth matters more than the guest count. A wide room needs a different plan than a long room.

Also, plan for a backup laptop or at least a backup clicker. People love to “just use my Mac” five minutes before doors open.

Staging, lecterns, and the stuff that makes it feel professional

This is where a conference stops looking like a meeting and starts looking like a proper event.

What you usually need

• A small stage if you have a large audience, it improves sightlines
• Lectern if speakers prefer structure (also hides nerves)
• Stage steps and safe access
• Simple front lighting so speakers don’t look shadowy in photos or video

If you’re recording or streaming, lighting matters more. If you’re not, keep it simple.

Questions to ask your venue before you book AV

This is where most people get caught out. Ask these early and you avoid last-minute stress:

• Do you have an in-house AV supplier, and are we allowed to bring our own?
• What are the load-in times and access points?
• Are there rigging restrictions or ceiling limits?
• Where is power located, and are there any power limits?
• What is the internet situation if we need streaming, and can it be guaranteed?
• Can we do a soundcheck and run-through before guests arrive?
• Are there noise limits or layout rules?

If the venue pushes you into a package you don’t understand, ask for a line-by-line breakdown. Half the cost is often logistics, staffing, and venue rules, not just “a screen and a mic”.

Hiring vs buying, and the simple rule to decide

Buying makes sense only if you run conferences constantly and you have someone who actually knows how to operate the kit.

Hiring makes sense for almost everyone else, because:

• You get the right gear for the room
• It’s delivered, set up, tested, and run properly
• If something fails, you’re not the one panicking

If you’re running a corporate conference with speakers, a room full of guests, and a schedule you can’t slip, the sensible move is hiring with technical support.

Next step if you’re planning a corporate conference:
Write down your guest count, room layout (even a photo helps), number of speakers, and whether you need Q&A or hybrid. With that, an AV team can recommend a setup that fits, without overcomplicating it.