Blog

AV Equipment: What It Is, What You Need, and How to Hire It

When people talk about AV equipment, they mean the audio and visual technology used to share sound and images with an audience—anything from microphones and speakers to projectors, LED screens, cameras, and the control gear that ties it all together. If you’re planning a conference, awards night, away day, exhibition stand, or wedding, the right AV turns your plan into something people can see and hear clearly.

What does “AV equipment” mean?

AV stands for audio-visual. In practical terms, AV equipment is the kit that captures, plays, mixes, and displays content so your audience can follow every word and every slide. It can be as simple as a mic and a speaker for a meeting, or a full stage package with line-array audio, lighting, cameras, and LED wall for a large venue.

Core AV equipment (quick list)

  • Microphones: handheld, lapel (lavalier), headsets, lectern mics—for speeches and panels.

  • Mixers & DSP: blend and fine-tune multiple audio sources so everything sounds clear.

  • Speakers & amplifiers: from compact boxes for breakout rooms to full PA systems for large halls.

  • Projectors & screens / LED walls: show slides, videos, sponsor content. LED is brighter and great in high ambient light.

  • Displays & confidence monitors: stage-facing screens for presenters’ notes and timing.

  • Cameras: for IMAG (live close-ups on screen), recording, or streaming to remote audiences.

  • Switchers & playback: switch between laptops, cameras, slides, and video clips smoothly.

  • Lighting: stage washes, uplighters, and effects to ensure speakers are visible and the room looks polished.

  • Staging & rigging: platforms, truss, and safety-rated supports for lights and screens.

  • Cabling & power distribution: the often-forgotten backbone that keeps everything running.

Not sure what you need? Start with audience size, room shape, and whether you’ll show slides or video.

How to choose the right AV for your event

  1. Define the goal: presenters only, panel Q&A, product demo, awards, hybrid stream?

  2. Room & audience: capacity, ceiling height, daylight, sound limits, venue access times.

  3. Content sources: laptop slides, video playback, multiple mics, remote guests.

  4. Recording/streaming: decide early—this changes camera, audio routing, and staffing.

  5. Look & feel: plain conference, branded backdrop, or LED wall? Add lighting for clarity.

  6. Support level: dry hire (you collect/operate), delivery & setup, or full crewed production.

Small conference room setup with staging, large screen displaying AVE Services branding, and purple ambient lighting.

AV equipment hire: what’s included, costs, and timelines

What’s typically included: the equipment itself, delivery/collection, setup, testing, and—if needed—an on-site technician to run the show. You’ll also get all cables, stands, and accessories sized for the venue.

Typical cost drivers:

  • Audience size and room acoustics (bigger rooms need more speakers and power).

  • Screen brightness and size (LED wall vs projector).

  • Number of microphones and playback/camera sources.

  • Labour (setup window, derig time, weekend/late hours).

  • Add-ons like recording, streaming, stage sets, and custom branding.

Example scenarios (guide only):

  • Small meeting (≤50 people): 1–2 mics, compact speakers, projector/screen or 75–86″ display.

  • Mid-size conference (100–300): multiple mics, digital mixer, distributed speakers, large projection or LED wall, lighting wash.

  • Large plenary (300+): line-array PA, stage lighting, LED wall, cameras for IMAG/recording, switcher, crew.

Timelines:

  • 2–6 weeks out: confirm venue plans, content sources, and any branding.

  • 1–2 weeks out: final agenda, cue sheets, slide deadlines, and rehearsal slot.

  • Event day: venue access for build, soundcheck, and presenter brief.

AV control room setup with multiple screens displaying a conference room feed, equipment racks, and sound mixing desk.

DIY vs professional support

  • Dry hire (DIY): cheaper, fine for simple rooms if you’re confident with setup. Risk: troubleshooting mid-event can be stressful.

  • Crewed hire: you get engineers who design, set up, and run everything so presenters can focus on content. Recommended for multi-mic panels, mixed video sources, or streaming.

FAQs

Audio-visual technology used to capture and present sound and images—mics, speakers, projectors/LED, cameras, control gear.

LED is brighter and great in daylight or big rooms. Projectors can be more cost-effective in darker spaces.

At minimum: one for each active speaker plus a spare. Add audience mics if you want Q&A.

Yes—add cameras, capture, encoders, and reliable internet. We can simulcast to platforms or a private page.

Some do, but in-house packages are often basic. Hiring a specialist gives you the right kit and on-site support.

As early as possible for busy dates. We can usually turn around smaller setups quickly if the kit is available.

Ready to hire AV equipment?

AVE Services designs and delivers AV for meetings, conferences, award nights, exhibitions, and private events across the UK. Tell us about your venue, audience, and programme and we’ll build a clear, itemised quote.

Can we help with your next idea? Don’t hesitate to reach out to our team to discuss your needs and find the best solution for you.