AV equipment checklist
Work out what audio-visual kit your event needs — microphones, speakers, screens and power — based on your audience, venue and programme.
How this is worked out
One wireless mic per presenter, plus a spare for Q&A if the audience is over 50. PA speakers scale with venue size: 2 for small/medium rooms, 4 for large spaces. A projector is recommended whenever there are presenters. A mixer is needed when there are multiple audio sources (mics + music). Extension leads are estimated at 1 per 2 speakers plus 1 per AV desk.
Worked example
80-person event in a medium hall with 2 speakers and background music: 2 wireless mics (one each) plus 1 spare for Q&A, 2 PA speakers, a projector and screen, a mixer to blend mics and playlist, and 3 extension leads.
Frequently asked questions
Do I need a sound engineer?
For events under 100 people with a simple setup (a couple of mics and a playlist), a competent volunteer can manage. Above that, or with a live band or multiple presenters, hire a professional — bad sound ruins any event.
What about a lectern mic?
A fixed lectern mic works for formal conferences but limits movement. Wireless lapel or handheld mics give speakers more flexibility and are our default recommendation.
How do I know if the venue has enough power?
Ask the venue for their available power supply in amps. A basic AV setup draws 5-10A; add a DJ rig or stage lighting and you may need 20-30A. Marquees and outdoor venues often need a generator — confirm this early.
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