Conference AV Checklist: Audio, Video & Lighting (Corporate Guide)
A practical, real-world AV checklist for corporate conferences—covering PA systems, microphones, video (LED walls, projectors, iMag, streaming), lighting, breakout rooms, pre-function spaces, and sponsor AV monetization.
Most conference AV issues aren’t technical failures — they’re planning failures. Missing microphones, undersized screens, underpowered PA systems, or rushed lighting decisions show up on show day when it’s too late (and expensive) to fix.
This checklist is designed to help conference planners ask the *right* AV questions early, align with their production partner, and avoid common gaps that impact speaker confidence, audience experience, and budget predictability.
Start with the general session, then work outward: breakouts, pre-function spaces, and sponsor activations. The earlier AV is scoped, the more control you have.
Audio & PA System Checklist (Foundation of the Event)
Audio is the most critical AV element. If attendees can’t clearly hear speakers, no amount of lighting or video will save the experience.
PA System Requirements
- PA sized for the room volume and ceiling height
- Even coverage front-to-back (no “hot” or dead zones)
- Separate zones for stage, audience, and overflow
- Redundant signal paths for general session audio
Using a “standard ballroom PA” for a packed general session. Corporate conferences often need additional speakers and delay fills.
Microphones: How Many You Need (and Which Type)
| Use Case | Recommended Mic | Notes |
|---|---|---|
| Keynote speakers | Lavalier + backup handheld | Always have a backup mic live |
| Panels | Handheld (one per speaker) | Reduces feedback & clothing noise |
| Moderators | Lavalier or headset | Headsets for dynamic presenters |
| Audience Q&A | Wireless handhelds (2–4) | Depends on room size |
Always plan for more microphones than you think you’ll need. Adding mics late triggers labor, frequency coordination, and testing issues.
Video Checklist: Screens, iMag & Live Streaming
Screen & Display Options
- LED walls (best for bright rooms, cameras, and brand impact)
- Projectors (budget-friendly, light-controlled rooms only)
- Confidence monitors (downstage for speakers)
- Timer / presenter confidence displays
iMag (Image Magnification)
- Recommended for rooms over ~300 attendees
- Multiple cameras for panels and keynotes
- Dedicated camera shading for consistent skin tones
Live Stream / Recording
- Platform selection (Zoom, Teams, custom CDN)
- Dedicated stream audio mix (not house audio)
- Internet redundancy (hardline + backup)
Lighting Checklist: Functional vs Creative
Basic / Functional Lighting
- Front key lighting for faces (camera-correct)
- Stage wash for even visibility
- House light control for screen visibility
Creative / Eye-Candy Lighting
- Brand color accents
- Stage texture and depth
- Walk-on moments and stingers
Great lighting improves speaker confidence and perceived production value far more than adding another screen.
Breakout Session AV (Best Practice)
For breakout rooms, we almost always recommend **large TVs instead of projectors**. They’re brighter, faster to set, and more reliable.
- 75”–98” TVs depending on room size
- 1–2 microphones per room minimum
- Simple audio reinforcement (not full PA)
- Confidence monitors for presenters
Pre-Function & Common Area AV
- Background music (separate audio zone)
- Simple accent lighting for energy
- Wayfinding displays or TVs
- Sponsor logo loops or agendas
Sponsor AV Needs (and How Planners Increase ROI)
AV is one of the most under-leveraged revenue opportunities for conferences. When planners coordinate AV early, they can secure **bulk rates** and resell placements to sponsors.
High-Value Sponsor AV Options
- TVs or LED walls at sponsor booths
- Branded loops in pre-function spaces
- Sponsored stages or demo zones
- iMag or stream sponsor slates
Bundling AV through one production partner lowers cost, simplifies logistics, and increases sponsor satisfaction.
Want help turning this checklist into a scoped AV plan?
We regularly help planners translate checklists into realistic budgets, labor plans, and rehearsal schedules.
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