A presentation hall with hard walls
High ceilings and hard surfaces make speech echo. We placed powered speakers along the rows and at a side seating area, then checked the sound before anyone arrived. Read about the audio for a seated presentation.
480+ corporate events · 5 years
AV Rental for Corporate Events with Technicians
Book AV rental that comes with a technician who runs it until the last slide. Every row hears the speaker, and you never chase a cable yourself.
Corporate event AV we've run
Two different rooms, the same job: make sure everyone hears.
An outdoor plaza for a company social
Four QSC speakers, a wireless mic, a mixer and a DJ table carried music and announcements across the plaza, run by one technician. Here's the sound for Capital Group's summer social.
An audio visual rental company that stays for the show
Gear that works at setup can still fail at the keynote. A technician in the room is what saves the moment.
- When the gear is dropped off and nobody stays, a mic cuts out mid-speech, or a laptop won't show on the screen, and your speaker stands there waiting. Our technicians handle the sound check, cue mics and slides, and fix problems while the program runs.
- That's the real difference between renting equipment and booking AV for an event.
Equipment and crew from one team
You get the gear and the people who run it from the same place, so nothing falls between two vendors.
We supply the AV equipment and send the technician who runs it. You can book AV on its own, or add it to an event where our simulators and photo booths are already running.
We pick the gear for your room, not from a fixed package.
Sound system, projector and screen rental
Choose what your program needs.
- Sound system rental. Powered speakers and PA, including QSC, sized to the room or the outdoor space.
- Microphone rental. Wireless handheld mics for speakers and Q&A.
- Mixers. For balancing several mics, music and video sound.
- DJ equipment rental. A DJ table and audio for receptions and parties.
- Projectors, screens and TVs. For slides, video and sponsor loops. For meeting rooms, see our presentation equipment rental.
- LED screens. For a bright image in a large or sunlit room. Bigger builds are on our LED wall rental page.
- A stage. If the speaker needs to be seen from the back row, add our stage rental.
Every audio equipment rental comes with a technician to run it.
What your AV quote includes
You'll see the full cost before you book, and the quote comes back in minutes. We don't rent from a price list.
- The room size, audience and program.
- Speakers, mics, screens and other gear.
- Technician hours, including setup and teardown.
- Number of days.
- Your city and venue access.
AV jobs in detail
These show how we plan audio rentals around a room and a schedule.
Seated presentation
Audio Support for an Indoor Presentation and Seated Program
The organizer had a speaker on stage, slides on a main screen and a second seated area off to the side. Sound had to follow the slides, so guests in both areas could watch the screen and hear the same words. The presenter came through clearly in every row.
Summer social
Five Interactive Stations and AV for Capital Group's "I Love LA" Summer Social
On an open plaza, sound has nothing to bounce off. We arrived at 9:30 AM for a 2 PM start and added power distribution and extra cabling for the space.
Downtown Los Angeles
Our AV setups
Our gear in real rooms.
Venue paperwork
Your venue gets our insurance papers and load-in plan ahead of time, so setup starts on schedule.
We send insurance documents to venues and organizers on request. We also agree the load-in time, loading dock, power and cable routes with the venue. Hotels and convention centers often have their own rules for outside AV, so send us the venue contact early.
Where event AV goes wrong
These problems show up on the day if nobody plans for them. Here's how we prevent them.
No sound check.
Feedback and dead mics show up at the worst moment. We test everything before doors open.
Too few speakers.
One pair at the front leaves the back rows straining. We spread speakers through the room.
A screen too small.
Your last row can't read the slides. We size the image to the room.
Washed-out projection.
Bright rooms fade the picture. We plan brightness for the light you have, or suggest LED.
Laptop won't connect.
We check every presenter's laptop and adapters before the program starts.
How booking AV works
You'll know what arrives, when, and who runs it.
Who runs your AV
- AV technician. Runs sound and video for the whole program: cues mics, plays music, fixes issues.
- Event lead. Plans with you and the venue and stays your contact on the day.
You get a technician who knows the gear because they set it up.
AV anywhere in the U.S.
Your venue can be in any state; our crew and gear travel to it.
Two bases
Los Angeles and Orlando
West CoastEast CoastNationwide
We have two bases, Los Angeles and Orlando, and bring AV to venues across the U.S., from West Coast hotels to Florida convention halls such as the Orange County Convention Center. Send us the venue, and we'll confirm the gear and the crew for your date.
Orlando office: 310 N Orange Ave, STE. 201, Orlando, FL 32801Questions
Can I book AV without your interactive stations?
Yes. AV rental is a standalone service. Add stations only if they help your event.
What screen size do I need with a projector rental?
A simple rule: divide the distance to your farthest seat by 6 to get the minimum image height. A 30-foot room needs an image at least 5 feet tall. For a large room, tell us its size and how much light it gets, and we'll size the screen and brightness.
What AV equipment do I need for a conference?
Usually speakers, a few wireless mics, a mixer, a projector or screen, and a technician. Our guide to AV equipment for a conference covers room by room. We also set up AV in breakout rooms.
Can you run AV for a multi-day conference?
Yes. We set up once and run each day.
Do you handle full AV production?
Yes. We run audio, video, screens and the crew for corporate events. If you need staging, lighting and LED as well, we plan it with you as one build.
Can we use you instead of the hotel's AV?
Often. Some hotels allow outside AV, and some have rules or fees for it. Send us the venue contact, and we'll check before you book.
Do you rent outdoor movie screens?
Tell us about the space, the audience and the time of day. We'll confirm the screen, projector and sound for your outdoor movie night.
How much does it cost to rent a sound system or a projector?
Every event gets a custom quote based on the room, the gear and technician hours.
Get your AV plan
Send the room, the audience size and the program. We'll suggest a setup and reply with a quote right away. Tell us the event type, date, city, guest count and budget. If you have a run of show or a room plan, mention it. Or call +1 213 912 1010
