So, you’ve been tasked with organising your company’s first-ever corporate event. Maybe it’s a product launch, maybe a networking evening, or perhaps it’s the annual all-hands with a fresh twist. Whatever the goal, chances are you’ve quickly realised that audio visual equipment is at the heart of making it all look and sound the part.
At Rhino Audio Visual, we’ve helped hundreds of first-time event planners take their vision from Post-it notes to full-scale productions. Here’s what we think you should know before diving into your first AV hire.
1. Your Event Starts With Sound (Literally)
Imagine this: the CEO steps on stage to deliver the keynote, but the mic crackles, or worse, goes dead. The single fastest way to lose the room’s attention? Bad audio.
What you need:
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A reliable PA system, suited to your venue size.
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Wireless handheld or lapel microphones for presenters.
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A sound technician to manage levels, feedback, and transitions.
Top tip: Always test mics before the audience enters. Soundcheck isn’t optional—it’s essential.
2. Lighting Does More Than Brighten the Room
Lighting isn’t just functional—it sets the tone. Want something sharp and corporate? Cool whites and spotlighting do the trick. Going for an energetic brand activation? Uplighting in your brand colours can work wonders.
AV Considerations:
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Stage wash lights for presenters.
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Uplighting or colour washes for ambience.
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Intelligent lighting for dynamic moments (like award announcements or product reveals).
3. Visuals Bring Your Message to Life
No one wants to squint at a PowerPoint from the back row. Your visual setup should complement the size of your room and the number of attendees.
Think about:
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LED screens or large format projectors.
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Seamless screen switching for different media (videos, slides, live camera feeds).
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Branded content that looks sharp at any size.
If you’re unsure whether to go projector or LED screen, we’ll guide you through the pros and cons—no tech jargon required.
4. The Hybrid Factor—Don’t Forget Remote Audiences
If some attendees are dialling in from afar, you’re now producing a hybrid event. That means extra AV layers, including live streaming and virtual engagement tools.
You’ll need:
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Cameras with good zoom and auto-focus.
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Streaming hardware or software integration.
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Reliable internet (and a backup plan).
We handle everything from the bandwidth to the bitrate, so your remote viewers feel just as valued as those in the room.
5. Rehearsals Make or Break the Day
AV isn’t just equipment—it’s people. Our technicians are there to make everything run smoothly before anything goes wrong.
Schedule time for:
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Full run-throughs with presenters.
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Cue-to-cue checks for videos and lighting transitions.
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Backstage comms and crew briefings.
Final Thoughts
At Rhino Audio Visual, we believe great events are a blend of smart planning, reliable tech, and trusted support. We’re here to demystify AV and empower you to deliver something that feels effortless—even if it’s your very first rodeo.
Need help planning your first event? Or just want to bounce some ideas around? Get in touch—our team is always happy to chat.