Audio visual equipment is where most event problems start. Guests forgive a plain backdrop, but not a microphone that cuts out during the chairman's speech or a video that stutters. Getting the AV basics right is worth more attention than any decoration.
Count microphones by segment: emcee, speakers, panel, performers and audience questions.
Choose lapel microphones for presenters who move or use their hands.
Make sure the PA system suits the room size and shape, not just the headcount.
Ask for a technician to operate the mixer, rather than leaving it to a colleague.
Decide between projection and LED. Projection can work in darker rooms, while LED screens handle brighter spaces and outdoor settings better. Check that guests at the back can read the text, and confirm the aspect ratio so slides are designed to fit. A confidence monitor facing the stage helps speakers keep pace without turning their backs on the audience.
Stage lighting does more than make the room look good. It tells guests where to look, makes speakers visible in photos and video, and signals changes in mood between formal and festive segments. Agree a simple set of lighting states with your technician, such as speech, award, performance and dance floor.
Match the stage size to what happens on it. A single speaker needs very little space, but a band, award line-ups or a group performance need more. Add steps with handrails, and make sure the stage edge is visible in low light.
Schedule a technical check after setup and before guests arrive. Play every video, test every microphone at the podium and on the floor, and run through lighting changes. Collect all presentation files in advance in one agreed format. A short test protects the whole programme.
Once the AV list is settled, confirm the logistics of getting everything into the venue.
About this guide: Event Equipment Rental Singapore Guide is written and maintained by Get Out! Events, a Singapore corporate event company at 14 Robinson Road #08-01A, Singapore 048545. It contains general planning guidance only; confirm current venue rules, permits and partner requirements before you book anything.