Planning a corporate conference can feel like juggling ten spinning plates at once, venue logistics, speaker coordination, branding, catering… and of course, AV. If your audio visual setup isn’t locked in, the entire experience can fall flat.
To help you plan like a pro, we’ve created this ultimate checklist with a special focus on conference AV equipment in Marin County. Whether you’re planning a leadership summit, product launch, or annual shareholders meeting, this guide covers the technical backbone your event needs to shine.
Define Your Event Goals Early
Before booking gear or hiring vendors, outline what you want your conference to achieve. Are you aiming to inform, inspire, connect, entertain? This determines your:
- Presentation styles (keynotes, panels, etc.)
- AV needs
- Room layouts and lighting setups
Choose the Right AV Partner Early
Don’t leave AV to the venue’s default system. Most in-house AV setups are cookie-cutter, and that’s not what you want when you’re trying to make a statement.
When evaluating AV companies, ask:
- Do they offer full-service support (design, setup, live operation)?
- Are they experienced with your event type and venue size?
- Can they offer a site visit and gear recommendations ahead of time?
Build Your AV Equipment Checklist
Here’s a starter list of conference AV essentials:
Audio
- Wireless mics (lapel & handheld)
- Podium mic
- Stage monitors
- Audio mixer + tech operator
- Room-specific speaker configuration
Video & Visuals
- LED or projection screens
- Switchers and playback systems
- Confidence monitors for speakers
- Live feed cameras (for hybrid/recorded sessions)
- Clickers and timers for presenters
Lighting
- Stage wash lighting
- Accent & branding lights
- Dimmable audience lights
- Backup power and surge protection
Every space and session type demands customization. That’s where local expertise in conference AV equipment Marin County shines, our team at Techtonic Events has worked in nearly every venue from San Rafael to Sausalito.
Schedule a Walkthrough
This step is often skipped, and it’s a huge mistake. An onsite AV walkthrough:
- Identifies power limitations
- Confirms rigging points
- Helps avoid sightline issues
- Locks in your exact cable runs and control station locations
At Techtonic Events, we offer free pre-event walkthroughs with every AV booking. This helps our clients avoid costly surprises and ensures smooth show days.
Plan for Rehearsals & Backup
Rehearsals aren’t just for speakers. Your AV team needs time to:
- Test cue timing and transitions
- Confirm slide resolution and aspect ratios
- Sync with streaming teams if hybrid
Plus, always budget for:
- Redundant mics
- Backup laptops or playback systems
- On-call AV tech during the event
Pro Tip: A confident AV team behind the scenes can make even last-minute changes feel seamless.
Align AV with Branding & Atmosphere
Your AV setup isn’t just technical, it’s experiential. Think:
- Logo projection on stage
- Music playlists between sessions
- Custom lighting to match your brand palette
- Subtle audio cues to signal breaks or session starts
These little details make your event memorable, and they’re exactly what our clients love about Techtonic Events. We don’t just plug in gear; we help you create impact.
Wrap-Up with Post-Event AV Reporting
After the event, ask your AV team for a recap. This might include:
- Streaming performance reports
- Gear usage logs
- Playback of recorded sessions
- Feedback from tech crew and presenters
This helps you plan smarter for your next event and gives your internal team valuable insights.
Book Your Free AV Consultation!
If you’re planning a corporate event and need conference AV equipment in Marin County, Techtonic Events has your back. With years of high-level experience and a reputation for smooth, stress-free execution, we’re here to help bring your vision to life.
📞 Ready to elevate your next event?
Call Techtonic Events at (844) 483-2428 or contact us online now.
Let’s make magic together.