AV Equipment Checklist for Events

Planning the AV for an event can quickly become complicated. Screens, sound, lighting, staging, microphones, cameras, power and cabling all need to work together, often within tight venue and setup constraints. The exact equipment you need will depend on the type of event, the venue and the number of people attending, but there are some essentials that form the basis of most event production setups. Here is our AV equipment checklist to help you start planning.

Stage Engage LED video wall and stage setup for a live event

1. Screens and video

If presentations, video content, branding or live camera feeds are part of your event, you will need to make sure everyone in the room has a clear view.

For conferences and awards events, this could mean one large LED wall behind the stage or several screens positioned around a larger room. Smaller meetings may only require professional displays, while outdoor events often benefit from high-brightness LED screens designed to remain visible in daylight.

Your video setup could include:

LED video walls
Large-format displays
Confidence monitors for presenters
Video processors and switchers
Presentation laptops
Playback systems
Cameras for live feeds
Touchscreen displays

Screen size and position should be considered alongside audience sightlines. A screen that looks large enough when the room is empty can feel very different once staging, tables, set and hundreds of guests are in place.

2. Sound and microphones

Clear audio is one of the most important parts of any event.

Guests may forgive the occasional lighting cue being late, but if they cannot hear the presenter, panel or entertainment, it immediately affects the experience.

The sound system needs to be designed around the room rather than simply adding more speakers. Coverage, speaker positioning and system levels should ensure that people at the back of the audience can hear just as clearly as those sitting near the stage.

Depending on the event, your audio equipment could include:

PA speakers
Subwoofers
Digital mixing consoles
Wireless handheld microphones
Headset or lapel microphones
Lectern microphones
Stage monitors
DJ equipment
Audio playback equipment

For conferences and panel discussions, it is also worth thinking about the number of people who may need microphones at the same time and how audience questions will be handled.

3. Staging and scenic

The stage provides a focal point for your event and creates a defined space for speakers, performers and presentations.

A simple conference may only require a low stage with steps and a lectern, while an awards ceremony could include a much larger stage incorporating LED screens, scenic elements and lighting.

Typical staging requirements include:

Stage decks
Steps
Handrails
Accessible ramps
Stage fascia or valance
Lecterns
Trussing
Scenic backdrops
Branded set pieces

Staging should be planned alongside the technical production rather than treated as a separate element. Screen dimensions, lighting positions, speaker placement and scenic structures can all affect the final stage layout.

Flown line array sound system installed by Stage Engage for a live event

Custom event stage and runway with large video backdrop

4. Event lighting

Lighting does much more than simply make the room brighter.

It can highlight speakers, transform a venue, reinforce brand colours and completely change the atmosphere between different sections of an event.

For a conference, good stage lighting ensures presenters look professional both in the room and on camera. For an awards ceremony, party or product launch, lighting can become a major part of the show itself.

Common event lighting equipment includes:

LED uplighters
Moving lights
Wash lights
Profile fixtures
LED battens
Stage lighting
Festoon lighting
Lighting control desks
Haze machines where permitted

It is also important to consider existing venue lighting. House lighting can sometimes be incorporated into the production, while other venues may require a more complete temporary lighting system.

5. Cameras, recording and livestreaming

Even if your event is entirely in person, it is worth deciding whether you want to capture it.

Cameras can provide live close-ups of presenters onto the main screens, record sessions for later use or form part of a complete livestream or hybrid event setup.

Depending on what you are trying to achieve, this could involve:

Professional video cameras
Camera operators
Vision mixing
Presentation capture
Livestream encoders
Recording equipment
Remote contributor systems
Dedicated streaming internet connections

If the event is being streamed, it is important to treat the online audience as part of the event rather than simply pointing a camera at the stage.

6. Power, cabling and connectivity

Some of the least visible parts of an event are also some of the most important.

Every piece of AV equipment needs power, signal distribution and appropriate cabling. Larger productions can require significant temporary power distribution, while livestreams and hybrid events may also need dedicated wired internet connections.

Before the event, check:

What power is available in the venue?
Where are the power supplies located?
Are additional power distribution systems required?
Where can cables safely be run?
Is a reliable wired internet connection available?
Are all required adapters, converters and signal cables available?
Are backup systems needed for critical equipment?

These details are much easier to deal with during pre-production than on the morning of the event.

7. Crew and technical support

Finally, make sure you have the right people to operate everything.

Larger events may require dedicated audio, lighting and video engineers alongside camera operators, stage technicians and a production manager. Even relatively simple events benefit from having someone responsible for the technical setup and running of the show.

The equipment itself is only part of a successful production. Planning how everything is installed, tested, operated and removed is just as important.

Building the right AV setup for your event

There isn’t one AV equipment checklist that works for every event.

A conference for 100 people will have very different requirements from an awards ceremony, exhibition, outdoor event or large-scale brand activation. Venue access, audience numbers, presentation requirements, production values and budget all influence the final specification.

Working with an experienced event production company means the entire setup can be considered together, from staging and scenic fabrication through to sound, lighting, video and livestreaming.

At Stage Engage, we can help plan the technical production around your event, venue and schedule, supplying the equipment, crew and production support needed to bring everything together.