Corporate events are a powerful way to connect with clients, engage employees, and strengthen your brand. But even the most well-intentioned events can be derailed by poor logistics, technical hiccups or unclear planning. Whether you’re organising a conference, awards night, or team away day, the key to success is thorough preparation — and working with experienced suppliers who understand your goals.

Here are 7 more tried-and-tested tips to make sure your corporate event runs without a hitch. Be sure to read part one here.

1. Set Clear Objectives from the Start

Before you book a venue or contact suppliers, define what success looks like. Is your event about brand awareness, staff recognition, sales enablement, or client engagement?

Setting clear objectives will help:

  • Shape your format and content
  • Inform the choice of venue and suppliers
  • Define your AV and technical needs

Having a focused goal also makes post-event evaluation easier and more meaningful.

2. Choose the Right Venue for Your Format

The venue sets the tone for your event — and determines how smoothly everything flows on the day. Make sure the location suits the size, format and professionalism of your gathering.

Checklist:

  • Is the location accessible for your attendees?
  • Is there enough space for breakout areas, networking or catering?
  • Does the venue have sufficient power and internet access?
  • Can it accommodate your AV setup, including large screens or lighting rigs?

If you’re using external AV rental, always bring your AV team into the site visit — they’ll spot potential issues before you commit.

3. Prioritise Your AV Setup

AV is one of the most common pain points in corporate events — and one of the most noticeable when it goes wrong. Prioritising your AV rental early helps ensure seamless presentations, effective audience engagement, and a professional feel.

What to cover:

  • Clear audio for all attendees (especially in large rooms)
  • LED screens or projection for slide decks and live feeds
  • Lighting to enhance mood, focus and branding

A good AV team will handle setup, testing and live support — so you can focus on content, not cables.

4. Build In Buffer Time Throughout the Day

Tight schedules rarely work in live event settings. Between late arrivals, tech delays and extra questions, everything tends to take longer than planned.

Add buffer time for:

  • Registration and arrivals
  • Session changeovers
  • AV testing and speaker prep
  • Catering and breaks

This flexibility will reduce stress, keep your audience comfortable, and allow the event to stay on track.

5. Rehearse Key Elements — Especially AV and Speakers

Live presentations, panel discussions, and video content all rely on things working exactly as expected. A short tech rehearsal can prevent most issues.

Make sure to:

  • Test microphones and screen visibility from every section of the room
  • Check clickers, audio levels and transitions
  • Rehearse entrances, music cues and cue cards
  • Brief presenters on how to use microphones and interact with AV content

Even a 30-minute run-through can make a major difference.

6. Provide a Detailed Running Order to All Suppliers

Your caterer, AV team, venue and photographers all need to know what’s happening — and when. A centralised running order keeps everyone aligned.

Include:

  • Time of day and key transitions
  • Technical requirements per segment
  • Contact details for on-site leads
  • Setup and breakdown times

Ideally, send this at least 48 hours before the event and be ready to provide updates on the day.

7. Work with Experienced, Reliable Suppliers

Your suppliers are your on-the-day safety net. When something changes — and it will — having professionals on hand makes all the difference.

Choose suppliers who:

  • Are used to working in corporate environments
  • Communicate clearly and proactively
  • Offer flexible, scalable packages
  • Can provide technicians or on-site support if needed

A great AV hire team, for example, will advise on sound levels, lighting angles, and backup options — not just deliver gear.

Hire an AV company today

A well-run corporate event reflects well on your brand and builds lasting relationships with your audience. By focusing on planning, communication, and expert support, you’ll avoid common pitfalls and create a polished, professional experience.

Need help with AV rental for your next corporate event? Contact Ellievision AV for expert advice and hire services.