Imagine attending a conference where the microphone cuts out every two minutes, or a product launch where the visuals are blurry and dim? It would feel equally frustrating and unprofessional.
In event production, the quality of your audio visual (AV) setup can make or break the experience. Regardless of the type and size of the event, the technology running behind the scenes is the unsung hero of its success and smoothness.
However, for many event planners and organisers, the technical jargon surrounding AV equipment can feel like a foreign language. Knowing the difference between a wash light and a spotlight or understanding why you might need a specific type of microphone, is crucial for communicating your vision to your production team. It ensures you give an accurate brief and get exactly what you hoped for in return.
In this guide, we will break down the essential types of AV equipment used in professional event productions and explore the tools that transform a standard gathering into an unforgettable experience.
What is AV equipment in event production?
AV equipment includes the hardware and systems used to create and manage sound and video at events. This ranges from microphones and speakers to screens and lighting. Modern AV production integrates advanced technologies like digital signal processing, high-definition video, and programmable lighting to enhance engagement and ensure clear communication.
Ensuring your message is heard
The microphone is arguably the most important link in the audio chain. If your audience can’t hear the speaker, the message fails to exist. Choosing the right microphone depends heavily on the nature of the performance or presentation.
Wired microphones
Wired microphones are the industry standard because of their reliability – mainly because they’re physically connected to the sound system via a cable. Wired mics are immune to the signal dropouts or battery failures that can sometimes plague wireless systems. They are often preferred for stationary setups, such as atop a lectern or for musicians where performers stay in one spot.
Wireless microphones
For speakers who like to roam the stage or engage directly with the audience, wireless microphones are essential. They offer freedom of movement and a cleaner aesthetic without trailing cables. To name a few:
- Handheld mics: Great for Q&A sessions or roving reporters.
- Lavalier (Lapel) mics: These clip onto clothing and are perfect for presenters who need their hands free.
- Headset mics: These provide the best audio quality for active speakers as the microphone element remains a constant distance from the mouth, regardless of head movement.
Clarity and coverage
If microphones are the input, speakers are the output. A professional sound system ensures that audio is delivered clearly to every person in the room, regardless of where they are sitting.
Clarity and tuning
It’s not just about volume; it’s also about the delivery. High-quality speakers reproduce sound without distortion, ensuring that speech is intelligible and music is rich and full. However, even the best speakers need to be ‘tuned’ to the room. Professional audio engineers use equalisation (EQ) to adjust the sound frequencies, compensating for the room’s acoustics. This either reduces that ‘muddy’ bass that often occurs in large halls or boosts high frequencies in a carpeted room to ensure crisp speech.
Visual impact that engages
In an era of short attention spans, visuals are your most powerful tool for retention. The type of display you choose will depend on your audience size, venue constraints, and the type of content you are showing.
Projectors and screens
Traditional projection is still a versatile and cost-effective solution for many corporate events. Modern high-lumen projectors can produce bright, sharp images even in well-lit rooms. They are ideal for standard 16:9 presentations and can be scaled up or down by simply changing the screen size.
LED video walls
For high-impact visual experiences, LED walls are the gold standard. Unlike projection, which requires a dark environment for the best contrast, LED walls emit their own light, resulting in vibrant, high-contrast images that are slick even in bright daylight. They are modular, meaning they can be built into almost any shape or size to creative stage designs that go beyond the standard rectangle.
Setting the mood
Lighting is responsible for more than ensuring your speakers are seen, it sets the emotional tone of the event. A well-designed lighting rig can transform a sterile conference hall into a warm, inviting space or a high-energy party venue.
Stage lighting
This is the baseline. Whoever is on stage must be illuminated clearly for both the in-room audience and any camera recording to catch. This usually involves ‘warm’ white light that makes skin tones look natural.
Intelligent lighting fixtures
- Moving heads: These versatile fixtures can pan and tilt to direct light anywhere. They can change colour, project patterns (gobos), and create dynamic movement effects.
- Wash lights: These provide broad swathes of colour to fill the stage or light up the walls of the venue, instantly changing the room’s colour palette to feel more corporate.
- Spotlights: A hard-edged beam used to highlight a specific person or object, drawing the audience’s focus to exactly where you want it.
The rise of hybrid and virtual events
The concept of ‘event equipment’ has broadened significantly with the rise of virtual and hybrid events. Now, the standard AV kit must include technology that seamlessly connects both in-person and remote audiences.
To professionally integrate platforms like Zoom or Teams into a live event, specialised hardware is required. This technology ensures remote speakers are presented in high definition with clear audio, avoiding common issues like feedback or echoes found in amateur setups. Achieving a broadcast-quality experience for online attendees requires a sophisticated technical arrangement. This essential hardware includes:
- Vision mixers: To switch smoothly between different camera feeds and presentations.
- Encoding hardware: To compress and transmit the live stream to the internet.
- Internet bonding routers: To combine multiple internet sources for a stable, uninterrupted connection.
- High-specification laptops: To manage streaming software and complex media playback.
- Professional HD cameras: To capture crisp, clear video of the live event.
Why professional AV production matters
Whilst you might be tempted to handle AV in-house to save money, the risks of relying on basic venue equipment often outweigh the benefits. Professional AV hire guarantees reliability. Reputable providers like TechPro thoroughly test all equipment before an event and have backup units ready so your events always run smoothly.
Hiring a dedicated AV production service also removes the technical stress from your team. We don’t just rent out equipment, but we manage every technical detail of your event. From initial design and setup to operation and breakdown, our experienced project managers and technicians ensure your event looks and sounds professional. This frees you up to focus on your guests.
Ultimately, knowing the different types of audio-visual equipment helps you make informed decisions, but the gear is only as good as the team running it. By partnering with AV specialists who understand the complexities of sound, lighting, and visuals, you can ensure your event is a technical success.