Work out what the audience needs to hear and see
Start with the room layout, audience size and running order. Note each moment when audio is needed, from a welcome speech to audience questions and a band’s set. Ask whether a PA system and simple handheld microphones will cover the programme or whether speakers need headset or lapel microphones. For a panel, count the speakers who need to be live at the same time. If you are showing presentations or video, describe the content and where the furthest audience seats will be.
Compare equipment-only hire and staffed event production
For a short speech or a simple playlist, ask what equipment-only AV hire includes and who will operate it. A full production quote might cover the stage, sound desk, lighting, screen playback, technicians and a rehearsal. Share the venue’s existing AV inventory so suppliers know what they can use. If a band, DJ or presenter is bringing their own equipment, pass on their technical requirements and agree who joins the systems together and handles each changeover.
Agree access, rehearsals and event-day responsibilities
Send the venue plan and highlight load-in restrictions, power provision and any rules around fixing lights or suspending equipment. Ask how early the crew needs to arrive, who will test slides and videos and whether the room can be kept free for a rehearsal. For a hybrid conference, define who manages remote speakers and the stream, and ask how the team plans for connection problems. Compare quotes on the same schedule and confirm who stays on site when the event is running.
Frequently asked questions
What AV equipment should I ask about for a conference?
Discuss microphones, PA coverage, screens or projection, slide playback and a way for the audience to ask questions. Tell the supplier about panel sessions, videos, remote speakers and any recordings so they can include the right support.
Can I hire a PA system just for speeches?
Ask for sound hire sized for your room, number of guests and whether any part of the event is outdoors. Check if delivery, set-up, a sound check and an operator are included.
What should an event lighting brief include?
Explain what needs to be visible, such as a stage, dance floor, backdrop or signage, and show how the room is laid out. Share the event schedule, preferred colours and any venue restrictions so the supplier can suggest a practical lighting plan.