If you have an event coming up, such as a conference, festival, award ceremony, or party, then you will need to start thinking about your audio-visual needs. If you’re not sure what you need, then we’ve put together an AV equipment checklist that should help.

1. A large screen or LED wall

It’s a good idea to hire a screen for any event that has a visual component. Any sort of screening like a film showing or presentation needs a screen with a clear picture that everyone can see, but even a conference with guest speakers can benefit from a screen that can be used to present visual aids and be seen by attendees at the back. Even weddings and parties can benefit from a screen to show slideshows or videos.

LED screens are particularly effective for outdoor events, much more so than projector images or LCD screens.

The types of screens you might want to hire for your event include:

LED video wall - indoor panel
LED video wall - outdoor panel
LCD touchscreen display
LED screens in varying sizes
4K LED screens
LED preview monitor
LED video processor

2. A quality sound system and sound equipment

All events require some kind of sound system so that everyone in attendance can hear the entertainment clearly. Larger events such as a music festival or outdoor cinema will need a comprehensive sound system, but even a small indoor conference will require a few speakers and a push-to-talk microphone. Being able to hear everything with clarity is key for attendees to immerse themselves in the experience.

The sound equipment you might want to hire includes the following:

Digital sound desk
Microphone system
Subwoofers
Amplifiers
Speakers
DJ deck
Mixers or sounds boards
Wireless microphone and receiver

3. Staging

The right set should be a part of any AV equipment checklist. Stages are essential for large-scale events such as music performances, debates, panel discussions, presentations, conferences, and more. The right staging makes your event look professional and keeps your audience’s attention focused where you want it.

Specific stage equipment you may want to hire includes:

Trailer stage
Stage deck
Stage steps
Stage weights
Step handrail
Disabled ramp
Stage valance
Trussing
Rigging

4. Lighting

Good quality lighting can be the difference between an amateurish event and a professional one. If the event looks good, then the attendees will be attentive and engaged. Lighting can also be used to entertain, build suspense, or draw attention to specific events as they happen.

There are many types of lights and lighting equipment you can hire, but some examples include:

Haze machine
Wash lights
Moving lights
LED wash lights
LED panel lights
LED uplights
LED floodlights
Festoon lights
Lighting desks

5. Livestreaming equipment

If you are looking to plan a hybrid event, or you want content from the event to be available after it ends, you will need to look at hiring some livestreaming equipment and video cameras.

6. Other essentials

You also want to think about the following when putting together your AV equipment checklist:

Do you have sufficient electricity supply or will you need an additional power source?
Do you have all the adapters and cables you need?
Do you have laptops and internet connections?
Do you have technicians that can help organise your event?

The specific AV equipment you will need really depends on the scale and type of event you are organising. The best way to build your own AV equipment checklist is to consult with a professional AV hire company, such as us here at Stage Engage.

We can discuss your requirements with you and help you to pick out the perfect equipment to meet your goals and make your event a success.

AV Equipment Checklist for Events