If you’re planning a conference, concert, or corporate presentation, you’ve probably asked yourself: what is av equipment?
AV stands for audio-visual. It includes everything you need to hear and see a presentation—speakers, microphones, projectors, screens, lighting, and even video switchers. Whether you’re live-streaming or just trying to be heard in the back row, AV gear is essential.
But with so many options out there, how do you choose the right setup?
Let’s dive in.
Know Your Event Type
Different events need different gear. Don’t assume a single mic and a projector will cut it.
Small Meetings (Under 50 People)
- Portable PA system: Lightweight speaker with a built-in mixer.
- Wireless microphone: Easier movement. No tangled cables.
- LED projector: Crisp visuals. Low power use.
- Tripod screen: Collapsible and easy to carry.
These events need basic AV, but sound clarity is key. Echo and feedback are common problems in small rooms. Use sound-absorbing materials or rugs to cut echo.
Medium Events (50–200 Attendees)
- Multiple microphones: Include lapel mics and handhelds.
- Digital mixer: Balances sound levels from multiple sources.
- Dual projectors: Keep visuals visible from every seat.
- Stage lighting: Basic uplighting helps focus attention.
Don’t skimp on lighting. Poor lighting can ruin video recordings and make speakers look unprofessional.
Large Events (200+ Attendees)
- Line array speakers: Designed for large venues. Distribute sound evenly.
- Video switchers: Seamless transitions between camera feeds or slides.
- LED video walls: Brighter and sharper than standard projectors.
- Lighting trusses: Professional setup with spotlights and effects.
Large events need professional AV crews. You can’t run a multi-camera shoot with one person and an iPhone.
Ask These Questions Before Renting or Buying
Planning AV setup without a checklist? You’ll regret it. Ask yourself these:
- Indoor or outdoor? Outdoor events need weatherproof equipment and louder speakers.
- What’s the lighting like? Daylight washes out projections. LED walls might be better.
- How many speakers or presenters? Each one needs a mic.
- Will you record or stream it? Then you’ll need a capture card, encoder, and a good camera setup.
- How big is the audience? The bigger the crowd, the more powerful your gear needs to be.
Answering these will save you money and stress. No one wants to scramble for a mic five minutes before showtime.
Wired vs Wireless: Which Is Better?
Wireless mics look clean. No cords. Easy movement, but they run on batteries. And if the signal cuts out mid-presentation? Disaster.
Wired mics are reliable. No interference, but cords can be messy and limit movement.
Best setup? A mix. Use wireless for panelists or keynote speakers. Keep a wired backup on hand.
The same goes for video. Wireless HDMI transmitters are convenient—but may lag or lose signal. Wired connections are still more stable.
Don’t Forget the Hidden Gear
Everyone thinks of speakers and microphones, but some of the most important gear is behind the scenes.
Here’s what often gets overlooked:
- Mixing consoles: Where all sound inputs get balanced. Without it, your audio will be a mess.
- Audio interfaces: Connect mics and mixers to computers. Crucial for streaming or recording.
- Power conditioners: Prevent surges and noise in your power lines.
- Cables and adapters: Always bring extras. Someone will forget theirs.
- Stands and mounts: Mics and projectors need stable support. Wobbly gear = shaky presentation.
Tip: Label your cables. Color-code everything. It saves time and headaches during setup and teardown.
Don’t DIY Large Events (Seriously)
You can get away with running your own AV at a backyard wedding or small meeting.
But if your event has:
- Multiple presenters
- Live-streaming
- Panel discussions
- Sponsors or ticket sales
Hire professionals. AV techs know how to troubleshoot on the fly. They carry backups. They’ve seen it all.
One blown speaker or dead mic can ruin an otherwise great event.
Budget Tips: Where to Spend and Where to Save
You don’t need top-tier gear for every event. But don’t cheap out where it counts.
Spend On:
- Microphones: Clear sound is non-negotiable.
- Projectors or LED screens: Visuals are just as important as audio.
- Lighting: Good lighting = better photos and videos.
- Recording gear: If you’re making content from the event, don’t skimp here.
Save On:
- Stands and mounts: You don’t need gold-plated tripods.
- Cables: Reliable brands are affordable.
- Furniture: Borrow podiums or tables instead of buying.
Pro tip: Rent high-cost items. You’ll save thousands, especially for one-off events.
Common Mistakes to Avoid
Here are the most frequent AV fails:
- Underestimating setup time
Always give yourself at least 2–3 hours before guests arrive. - Not testing everything
Test each mic, projector, and light. Don’t assume they’ll “just work.” - Ignoring venue acoustics
Hard floors and high ceilings create echoes. Use carpet, drapes, or foam panels if needed. - No tech backup
Bring extra batteries, cables, and even a second laptop. - Using outdated equipment
Old gear might not be compatible with modern laptops or phones. Check HDMI and USB ports in advance.
Final Thoughts
Planning AV doesn’t have to be overwhelming. But it does require attention to detail.
Start with your event type. Then match the gear to the size, audience, and content. Make a checklist. Test everything. And if it’s a big event, bring in professionals.
AV can make or break your event. When done right, it’s invisible—but powerful. The audience just sees a flawless presentation. That’s the goal.
And if you’re still wondering what is av equipment, go check out that guide—it’s packed with useful info.
