Plenaire sessie met sprekers op podium tijdens een zakelijk congres

Why good AV should be invisible

AV at a corporate event is like the foundation of a house: when it's right, you don't see it. When it goes wrong, everything topples. Think of a microphone cutting out the moment the CEO delivers their key message, or a projector failing just before a product launch. These are moments guests remember. For the wrong reasons.

AV at corporate events covers several disciplines. Think of sound (PA, wireless microphones, monitoring), vision (projection, LED walls, screens), lighting (atmospheric lighting, spotlights, moving heads, laser effects) and video (livestreaming, recordings, on-screen content).

A professional AV production isn't a luxury but a baseline requirement. It is the difference between an event where everyone hears and sees clearly, and one where thirty per cent of the room can't follow the presentation properly.

Sound at events: the foundation of every experience

Sound is the most critical AV discipline at events. Bad sound wrecks a presentation, a music act or a panel, even when everything looks beautiful. Good sound is invisible: everyone hears every word, without echo, hiss or volume problems.

At a corporate event we distinguish between speech and presentations, music and entertainment, and background music and atmosphere. For venues with difficult acoustics (high ceilings, hard walls) an acoustic pre-assessment is needed. Plan this early in the production.

Lighting and vision: atmosphere, visibility and experience

After sound, lighting and vision are the most important AV elements at corporate events. They shape the atmosphere, the visibility of speakers and screens, and the overall feel of the space.

Atmospheric lighting gives a venue character. Uplighting in the brand colours, or a dynamic colour wash that moves with the programme, is relatively affordable. The effect on the overall experience is large.

For presentations you traditionally project onto a large screen. At bigger events an LED wall offers more brightness and flexibility.

Livestreaming and hybrid AV

Hybrid events place extra demands on the AV production. An online attendee experiences the event solely through image and sound. If that quality falls short, they drop off quickly.

A professional livestream needs at least five elements: multiple cameras, a dedicated audio mix, a stable wired internet connection, a streaming platform, and a technical director who keeps an eye on the stream.

The cost of AV at corporate events

A simple AV setup for 50 to 100 people typically starts at around €1,500 to €3,000 including the crew. Think of a presentation evening with sound, projection and basic lighting.

A complete production for a staff party or kick-off averages between €8,000 and €20,000. Plan on 500 people, a stage, an LED wall, atmospheric lighting and a PA system.

Larger production events with bands, special effects and livestreaming can come in at €30,000 or more. Cutting corners on AV is one of the most common causes of disappointing events.

AV production through Live Impact

Live Impact handles the AV production as an integral part of the overall event production. We work with regular AV partners who know our way of working and the Live Impact quality standards.

Our AV production team reviews artists' technical riders and runs a site survey. On the day itself we are on site for the get-in, sound check and the full delivery.

Call us on 085 401 40 14 or email hello@live-impact.nl. Seriously fun.

Also read

• Event marketing: why a live event makes your message resonate more strongly

• Kick-off program: how to build a day that sticks

• Teambuilding activities: 20 ideas that really work

Frequently asked questions

Can Live Impact help organise a corporate event?

Yes. Live Impact is a concept agency for corporate events. We help with the complete process: from first brainstorm and concept development to venue selection, programming and production.

Whether you're planning a staff party, conference, kick-off, anniversary or client event: we think along. We ask sharp questions and make sure the result stays with people.

Get in touch via hello@live-impact.nl or call +31 85 401 40 14.

Read our full article on organising a corporate event →

How much time do you need to organise a corporate event?

Start at least three months ahead. For large events (300+ guests, complex production), six months is more realistic.

The organisation runs in four phases. First lay the foundation (12 to 10 weeks before the date), then concept and partners (10 to 6 weeks). Then the detailed work (6 to 3 weeks) and finally execution plus aftercare in the last 3 weeks. Popular venues and artists are quickly booked up in autumn.

See the full phasing in our article →

How do you write a good brief for a corporate event?

A good brief contains at least six elements. They are: the objective, the target audience, the number of guests, the preferred date, the budget and prerequisites (venue, dietary requirements, travel time).

Write it on a single A4. Share it with your project team and your agency. Without a brief, everyone works from assumptions. That delivers a messy result.

Read the full article with all brief elements →

What is the difference between a corporate event and a staff party?

A staff party is specifically for staff: internal, familiar, and the mood is looser. A corporate event is broader and can be a staff party, but also a conference, kick-off, anniversary or client event.

The difference lies in the approach: a staff party is about celebrating and connecting. A corporate event can also serve strategic goals, such as knowledge sharing, brand positioning or culture change.

More on organising a corporate event →

What does it cost to organise a corporate event?

A corporate event costs around €200 to €500+ per person ex. VAT for 250 to 500 guests. For 500 to 1,000 guests, expect around €150 to €400+ per person. For 1,000 to 2,000 guests, expect around €125 to €350+ per person. For more than 2,000 guests, expect around €100 to €300+ per person. All amounts excluding VAT, including venue, catering, entertainment and production.

The exact budget depends on the type, the venue and the programme. The brackets above indicate the range for an average corporate event.

Read our full article on organising a corporate event →

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