Conference AV · Norfolk, Suffolk & Cambridgeshire
Conference AV hire that just works.
Speech that carries to the back row, slides that appear when the speaker clicks, and a technician in the room so nobody in your team has to watch the mixer. AGMs, conferences, training days and hybrid sessions across East Anglia.
The problem
Most conference AV fails in the same three places.
After enough of these you stop being surprised. The kit is rarely the issue — it's the handover, the room and the moment nobody planned for.
Nobody can hear the questions
A lectern mic covers the speaker and nothing else. The moment you open the floor, half the room is listening to someone they cannot hear, and the speaker repeats every question back badly.
We plan roving handhelds into the room from the start, and brief whoever is chairing on how to use them.
The laptop handover
Six speakers, six laptops, six different adaptors, and a ten-minute gap while somebody hunts for the right dongle. It is the single most common cause of a conference running late.
We take slide decks in advance onto one show machine where possible, and carry every adaptor going for the ones who insist on their own.
Nobody owns the room
Venue in-house systems are often left to whoever is nearest. When the sound drops out mid-session, there is no one to fix it.
A technician stays for the whole session. One person to point at, and someone watching levels before you notice a problem.
What we bring
Specified around your running order.
Tell us the room, the delegate count and what happens on stage. We spec back from that, not from a package list.
| Element | Typical spec | When you need it |
|---|---|---|
| Speech audio | Distributed speakers tuned for intelligibility, lectern mic, two roving handhelds | Every conference — this is the non-negotiable one |
| Presentation | WUXGA projector and screen, or a 55"/70" display for smaller rooms | Rooms up to around 150; larger needs LED |
| LED video wall | 3.9mm pixel pitch panels, sized to the room and viewing distance | 150+ delegates, or any room with high ambient light |
| Lapel and headset mics | Discreet beige or black, frequency-coordinated | Presenters who move, panel sessions, demos |
| Panel audio | Table mics or handhelds on stands, mixed live | Q&A panels and round-table sessions |
| Recording feed | Clean audio split to your camera or recorder | Anything being filmed or streamed |
| Stage and set | Modular risers, lectern, uplighting on the back wall | When the stage picture matters as much as the sound |
| Technician | On site from load-in to de-rig | Any event with a running order and an audience |
Venues with in-house AV are fine — we work alongside it or replace it, whichever gives you a better result. We will tell you honestly if the in-house system is enough.
How we work
Before the day, on the day.
Before
We ask for the running order, the speaker list and the room layout, then send back a spec and a quote — usually the same day. If the venue needs certificates, risk assessments or method statements, they go straight to them without you chasing.
Slide decks come to us in advance where speakers will send them. It removes the single biggest cause of overruns.
On the day
We load in early, rig, tune the room, and run a proper check with whoever is presenting — not just a mic tap. Speakers get two minutes to hear themselves before the doors open.
Through the session a technician watches levels, handles the laptop swaps and fixes the dropped mic. At the end we de-rig and leave the room as we found it.
- All equipment PAT tested on a 12-month cycle
- £10m public liability, certificates sent direct to venues
- Risk assessments and method statements on request
- Spare mics and cabling carried on every job
- Frequency coordination so radio mics do not clash with the venue's
- Out-of-hours phone support while your event is running
Common questions
Conference AV, answered.
How much does conference AV hire cost?
It depends on delegate numbers, whether you need projection or LED, how many microphones are in play and how long we are on site. A speech-and-slides setup for a 60-delegate AGM sits at a very different level to a 300-delegate conference with LED and a panel session. Send the running order and delegate count and you will get an itemised quote back, usually the same working day.
Do you provide a technician, or just the equipment?
Both. Most conferences take a technician on site for the full session, which is what we would recommend for anything with a running order. Straightforward speech setups can be delivered, tuned and handed over for you to run yourselves.
Can you work with our venue's in-house AV?
Yes. We regularly supplement in-house systems — adding microphones, a bigger screen or a technician — rather than replacing them. We will look at what the venue has and tell you honestly whether it covers what you need.
Do you handle hybrid and streamed conferences?
We supply a clean audio feed and vision output for your camera, streaming provider or recording setup, and we work alongside video teams regularly. We are an AV and production company rather than a broadcast contractor, so for a full multi-camera stream we would sit under or alongside your video supplier.
How far in advance should we book?
For autumn and spring conference season, six to eight weeks is comfortable. Shorter notice is often possible, particularly midweek — it is always worth asking.
Which areas do you cover?
Norfolk, Suffolk, Cambridgeshire and the wider East of England from our base near Diss, including Norwich, Ipswich, Cambridge, Bury St Edmunds, Newmarket and Colchester. We travel further for larger productions.
Got a conference in the diary?
Send the date, the venue and rough delegate numbers. You will get a clear spec and an itemised quote, usually the same working day.