Getting the AV equipment right is not normally a priority when most people are organizing corporate office parties. Often misunderstandings occur the day of the event leading to issues such as: a microphone that doesn’t cover the back of a room, a laptop that cannot connect to a projector, and a screen that is too small to display a slideshow to the audience. The good news is that not many events require a lot of equipment to avoid such issues. The goal is to identify unnecessary aspects of the equipment.
Must have: sound and a microphone.
If there are planned speeches, toasts, or awards, a microphone is definitely needed to avoid common party failures. Background music played in a PA system can supplement formal events throughout the party and helps to cover the sounds of background noise of a room full of people who have had a few drinks. Most venues are big enough that a PA system is worth the cost.
Next level: a projector
Dedicating the budget to a projector is worth it when there is a need to display content. For example, a ‘year in review’ video, awards slide show, or pictures from earlier in the night, This content does not happen if there is no screen to display it, or it is displayed on a laptop and is not presented in the manner it is intended.
The size of a screen is important. Something that looks good in a meeting room can be illegible from the back of a function room. A decent rule of thumb is that the further back the audience is, the larger the screen needs to be. Having a small screen in a large room is a waste of a screen.
The optional layer: lighting
Uplighting and stage lighting are more of an emotional investment than a functional one, like the sound system or screens. Taste is usually the first thing to go, and then the first thing to come back when the organizer has been to a lit event and an unlit one. Think of it as an upgrade in room aesthetic rather than a required entertainment resource.
A simple way to decide what you need
- Are you planning to have any speeches, toasts, or awards? → You will need a mic.
- Will you be playing music or need something in the background between moments? → A PA system + mic covers this.
- Will you be showing a slideshow, video, or photos on the night? → A screen that fits the room.
- Will you be using decor in an effort to make the space feel like an event rather than an office? → Lighting is a good option once the basics are taken care of.
Organizing AV and photography for the same event can be hit or miss but people expect little to no impact between the two, and the lighting for the stage can make a huge difference between great photos and mediocre photos that rely on the lighting in the room. That’s why we always recommend bringing AV and photography together for one unified brief rather than two separate ones. Take a look at our guides on AV hire for events and office & Christmas party for more info on photography and organizing your AV for events.