Planning AV for a corporate event sounds simple, until you realise just how much hinges on sound, lighting, and screens running smoothly. Whether you're running a product launch, an all-hands meeting, or a hybrid panel discussion, AV is one of the first things your guests will notice… and remember (for better or worse).

I’ve worked in corporate events for over 10 years, and I’ve seen it all from crackly microphones that killed the mood to flawless multi-room setups that made our clients look like rockstars. So in this post, I’m going to break it all down: what AV you actually need, how to avoid common mistakes, and how Beatz Hire can make the whole process easier.

‍

Poor sound or lighting doesn’t just cause a few eye-rolls. It actively damages engagement and brand credibility. Whether it's a mic that keeps cutting out or a screen that’s too small to see, the wrong AV setup can turn a professional event into a stressful mess.

Good AV, on the other hand, makes everything feel polished. The presenter sounds clear. The room is well-lit. People stay focused. The tech just works and that’s what we do best.

‍

Step-by-Step: Planning AV for Your Corporate Event

Step 1: Understand the Event Format

First, ask yourself:

• Is this a keynote-style presentation or multiple breakout sessions?
• Is it in-person only, or hybrid with remote viewers?
• Are there interactive elements like Q&A, polling, or live video?

Example:
We recently handled AV for a law firm’s annual update a hybrid format with 100 in-person guests and 200 remote attendees. The setup needed:

• Wireless lapel and handheld mics
• Confidence monitors for the speakers
• A livestream technician and backup audio feed
• A clean stage wash and dimmable room lights

The format changes everything get clear on it before booking anything.

‍

Step 2: Choose the Right Equipment (Not Just the Flashiest)

Here’s a basic equipment checklist depending on your setup:

🗣 For Presentations:

• Wireless handheld or lapel mic (lapel for presenters, handheld for Q&A)
• PA system and speakers sized for the room
• Confidence monitor for speaker notes
• Clicker/presentation remote

🖥 For Visuals:

• Projector and screen or LED video wall
• Laptop + backup playback
• HDMI switcher or presentation hub
• Branded content or holding slides

💡 For Lighting:

• Uplighters in brand colours
• Stage wash (white light on speakers)
• Dimmable ambient lighting
• Optionally: spotlight or moving heads for impact

🎥 For Hybrid/Recording:

• PTZ or manned cameras
• Streaming encoder
• Internet failover system
• Onsite tech support

Pro tip: Always ask if power, internet, and access are included at the venue, many people forget and it becomes a problem on the day.

Step 3: Plan Load-In, Setup, and Tech Run

A flawless event starts long before the guests arrive. You’ll want to:

• Schedule crew load-in and test times
• Allow 2–4 hours minimum for setup (more for larger events)
• Run full tech rehearsals with presenters (especially if hybrid)
• Have contingency plans for mic failure, screen issues, or no-shows

Case Insight:
At a recent client event in Central London, the lift broke… so our crew had to carry staging and speakers up five flights. Because we’d planned setup well in advance, it didn’t impact the event but tight timing would’ve caused major issues.

Frequently Asked Questions

What’s included in a typical AV hire package?

A typical package includes speakers, microphones, screens/projectors, mixers, and onsite support. For hybrid events, we include streaming tech and camera setups too.

How much does AV hire for a corporate event cost?

It depends on the event size and setup. A small presentation starts around £450, while full-day conferences with multi-room AV and hybrid support can range from £1,500–£5,000+.

Can you handle everything or do I need separate suppliers?

Beatz Hire offers full AV and event production we’ll handle lighting, staging, and tech so you can focus on guests, not gear.

What if the venue already has AV?

We can work with in-house systems or provide supplementary tech. Often, venues charge extra for support our team ensures everything works together seamlessly.

Step 4: Consider Audience Experience

Think beyond “can they hear the speaker.” Ask:

• Can everyone see the screen?
• Is there feedback or echo in the back of the room?
• Are lighting levels right for note-taking and recording?
• Is the branding visible and consistent across AV?

That’s where experienced AV planners like us at Beatz Hire make a real difference we spot issues before they become problems.

Step 5: Don’t Forget the Extras

Small touches that go a long way:

• Background music for arrivals/breaks
• Branded lecterns or lighting colours
• Post-event recordings for internal use
• Silent PA for overflow areas

These are the things people don’t notice when they go right but really do when they go wrong.

Make It Easy Hire a Team That’s Done It All

At Beatz Hire, we don’t just deliver speakers and cables. We deliver smooth, stress-free event experiences. Our team has helped everyone from SMEs to national brands run events that actually work from 20-person boardroom setups to 1,000+ guest conferences.

Need help planning AV for your next corporate event?

👉 Get in touch for a free quote or AV planning call we’ll make sure everything looks and sounds exactly how it should.

‍