Corporate AV Checklist for Conferences

Written By Joseph Smith

Delivering a seamless conference experience relies heavily on well‑planned and professionally executed audiovisual production. Whether you’re hosting a leadership summit, industry conference or internal corporate event, having the right AV checklist can mean the difference between a polished, engaging experience and avoidable technical issues.

At Bondi AV, we specialise in delivering high‑end corporate audiovisual solutions across Sydney. Below is a practical checklist to help ensure your next conference runs smoothly from start to finish.

1. Audio: Clear, Consistent & Reliable

Audio is the most critical element of any conference. If your audience can’t hear clearly, everything else falls apart.

Key considerations:

  • Professional PA system sized correctly for the room

  • Wireless handheld and lapel microphones for presenters

  • Lectern microphone for keynote speakers

  • Audio coverage for panel discussions and Q&A sessions

  • Digital audio mixing desk with experienced operator

  • Backup microphones and batteries

2. Vision & Presentation Display

Visual content drives engagement and reinforces your message. The right display solution depends on room size, audience numbers and content type.

Checklist items:

  • LED wall or large projection screens

  • Confidence monitors for presenters

  • Seamless switching between presentations, videos and live camera feeds

  • Presentation laptops and clickers

  • On‑site vision technician

For premium conferences, LED walls provide superior brightness, clarity and branding impact.

3. Lighting: Set the Tone

Lighting does more than just illuminate the stage — it creates atmosphere, directs attention and enhances brand presence.

Essential lighting elements:

  • Stage wash lighting for presenters

  • Feature lighting for keynote moments

  • Corporate‑coloured uplighting

  • Truss or rigging solutions where required

  • Lighting control desk with programmed cues

Well‑designed lighting elevates production value and ensures speakers look professional on camera.

4. Staging & Set Design

A strong stage design helps frame your speakers and reinforces your brand identity.

Consider including:

  • Custom stage platforms

  • Branded lecterns

  • Backdrops or scenic elements

  • Step‑and‑repeat media walls

5. Power, Cabling & Redundancy

Behind‑the‑scenes planning is just as important as what your audience sees.

Don’t forget:

  • Dedicated power circuits for AV equipment

  • Clean cable management for safety and aesthetics

  • Redundant signal paths and backup systems

  • Pre‑event testing and rehearsals

Professional AV planning minimises risk and ensures continuity throughout the event.

6. Technical Crew & Event Support

Even the best equipment needs experienced operators.

Ensure you have:

  • Audio technician

  • Vision switcher/operator

  • Lighting technician

  • On‑site technical manager

7. Pre‑Event Planning & Rehearsals

Preparation is key to a flawless conference.

Recommended steps:

  • Site inspection and technical planning

  • Run‑sheet development

  • Speaker rehearsals and sound checks

  • Final equipment testing

This approach eliminates surprises on event day.

Why Choose Bondi AV for Your Corporate Conference?

Bondi AV delivers tailored audiovisual solutions for conferences of all sizes, combining premium equipment, technical expertise and creative execution. From boardroom presentations to large‑scale conferences, we ensure every detail is covered.

Planning a conference in Sydney? Contact Bondi AV to discuss a custom AV solution designed to impress.

Joseph Smith
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