Audio-visual (AV) technology plays a pivotal role in delivering successful conferences. From crisp audio for keynote speakers to vibrant visual displays for presentations and remote attendees, the AV setup directly impacts audience engagement and the overall professionalism of the event.

But getting it right isn’t just about hiring some kit — it’s about matching technology to the format, venue and objectives of your conference. In this guide, we’ll walk through key technical considerations that go into choosing the right AV setup for conferences of all sizes. Be sure to read part 1, here.

1. Understand Your Event Format and Flow

Start by mapping out how your conference will unfold:

  1. Will there be simultaneous sessions or just one main stage?
  2. Are you planning panel discussions, live Q&A, or workshops?
  3. Will any sessions be streamed or recorded for remote viewers?

Understanding these logistics will define your audio routing, camera coverage, and screen requirements. For instance, multi-room events will need zoned PA systems and video distribution, while hybrid sessions require live mixing and encoding for stream platforms like Zoom, Teams, or YouTube.

2. Prioritise Scalable, Zoned Audio

Conferences live and die on the quality of their sound. Poor audio is one of the most common complaints from delegates — and one of the most fixable with proper planning.

What to consider:

  • Use zoned speaker systems to control volume separately across breakout areas, lobbies and the main stage
  • Opt for line array systems for larger venues to maintain clarity across distance
  • Choose microphones to suit the format: lavaliers or headsets for speakers, handhelds for panelists and audience Q&A
  • Use digital mixing desks to manage multiple audio sources with real-time equalisation and feedback suppression

If your venue has challenging acoustics (e.g. high ceilings, hard walls), factor in digital signal processing (DSP) to balance reverb and echo.

3. Get Visuals Right: Screen Type, Size and Positioning

People engage more with content they can see clearly. The right display setup ensures presentations are visible, legible and professional.

For small to mid-size venues:

  1. Use large LED TVs or short-throw projectors with high-lumen output
  2. Opt for 16:9 screen ratios to match most laptops and streaming platforms
  3. Position screens so all audience members have an unobstructed view

For larger venues or high-impact delivery:

  • Hire modular LED video walls — they’re visible in bright rooms and scalable to any size
  • Integrate multi-screen setups for secondary info like schedules or speaker bios
  • Use confidence monitors on stage so presenters can see their slides without turning their back

Ask your AV hire company to model screen placement and sight lines using your floor plan — it’s a simple but vital step.

4. Plan for Lighting that’s Functional and Flattering

Lighting for conferences must balance visibility with ambience. It’s not theatrical — but it is deliberate.

Include:

  • Stage lighting to highlight speakers (key lights, fill lights, back lights)
  • Wash lighting to gently illuminate the audience without glare
  • Coloured uplighting or accents for brand reinforcement or atmosphere

If you’re streaming or recording sessions, proper lighting is essential to avoid washed-out faces and harsh shadows on camera.

5. Integrate Seamlessly with Your Streaming Platform

Hybrid and virtual attendance is increasingly standard. Make sure your AV system integrates cleanly with your streaming workflow.

Checklist:

  • Dedicated PTZ (pan/tilt/zoom) cameras with remote control
  • Video switchers to mix live feeds and presentations in real time
  • Audio interface to send clean feeds from the PA to the stream
  • Redundant internet connection with upload speeds of at least 10 Mbps for HD output

If possible, run a full tech rehearsal with your remote platform before event day.

6. Factor in Power, Cabling and Control

Many venues are not “plug and play”. The larger the AV setup, the more power you’ll need — and the more cabling required for routing video, data and control signals.

What to do:

  • Map out power distribution with your venue and suppliers (particularly for LED screens and powered speakers)
  • Use neatly taped cable runs or wireless alternatives to avoid trip hazards
  • Employ central control desks to manage audio, lighting and visuals in one place

Reliable AV control software (like QLab or Crestron) can also automate transitions and simplify operator workload.

7. Don’t Forget On-Site Support

Even with the best kit, your conference will only run smoothly if you have trained professionals on site.

At Ellievision AV, our technicians:

  1. Arrive early to test and troubleshoot equipment
  2. Monitor audio and video feeds in real time
  3. Adapt live to speaker requests, audience dynamics or schedule changes

Live events are unpredictable — so invest in a team that’s calm, experienced and technically fluent.

The right AV setup does more than deliver sound and visuals — it shapes how your audience feels, learns and remembers your event. Whether your conference is for 30 executives or 3,000 delegates, technical precision and forward planning are what transform a good experience into a great one.

Looking for conference-ready AV rental that includes delivery, setup and live support? Give Ellievision AV a shout, we’re only too happy to help.