Whether you’re an event planner booking AV for a client or a hotel events team arranging it for a guest, a few questions up front save a lot of stress on the day. These are the questions we’d ask – and the ones we answer for every event we quote.
1. What does the venue already provide?
Many hotels have a built-in projector, screen or PA. Find out exactly what’s there, whether it’s included in the room hire, and whether it’s good enough for your event. It’s often worth supplementing in-house kit rather than replacing it.
2. How many people, and how big is the room?
Screen size, number of screens and speaker power all depend on the audience size and room layout. A 65″ screen works well for a boardroom; a function room with 150 guests needs a large projection screen or several displays.
3. Will anyone be joining online?
If some attendees or speakers are remote, it’s a hybrid event – and you’ll need cameras, microphones feeding into Zoom or Teams, and a reliable wired internet connection. Plan this from the start rather than adding it late.
4. How many microphones do you need?
Count every speaker, panel member and Q&A moment. Lapel mics suit presenters who move about, handhelds suit Q&A and awards, and a lectern mic suits formal speeches.
5. What will be shown on screen?
Slides, videos with sound, live video from remote speakers? Check the connections (HDMI, USB-C) and who is supplying the laptop. Playing video with sound needs audio routed through the PA, not the laptop speakers.
6. When can the AV company get in?
Confirm access times for delivery, set-up and testing, loading bays, parking and lift access, plus any restrictions if another event is using the room before you.
7. Do you need a technician on the day?
For a simple screen hire, delivery and set-up may be enough. For speeches, hybrid events or anything with multiple microphones, an on-site technician is strongly recommended.
8. What happens if something fails?
Ask about spare microphones, backup cables and what support is available during the event. Experienced AV suppliers always bring spares.
9. What’s included in the quote?
Check delivery, set-up, collection, technician time, cabling and any out-of-hours or weekend charges, so there are no surprises on the invoice.
10. Has the supplier worked at this venue before?
A supplier who knows the venue – or who will contact the venue team in advance – will spot issues with power, rigging and internet before the day.
Need AV for an event at a hotel or venue?
Video Conferencing London supplies screens, projectors, PA systems, microphones and technicians for events at hotels and venues across London and the South East, and we liaise directly with venue teams on access and logistics. Get a quote for your event.