Sound
Speakers and microphones throughout the room so everyone clearly hears the board.
AGM & member meeting
AV production for your AGM or member meeting
An AGM simply has to work. Everyone intelligible, the presentation visible, the meeting recorded. We arrange it quickly and without fuss.
Everything an AGM needs
Video
Connection to the venue beamer or our own screen, playback screen for the speaker.
Recording
Video recording of the meeting for the minutes or for replay.
Setup and rigging
We make sure everything is ready before the first members walk in.
Typical setup
We know the format
Most AGMs take place in a hotel room or conference venue. Usually 50 to 300 attendees, board speeches, a presentation, voting and time for questions. We know this format well and know what is needed. No long briefing required, just a short call about venue and requirements.
AGM production for your sector
We handle AGM production for a wide range of organisations:
- Pension funds
- Housing associations
- Cooperatives
- Associations and foundations
- Industry organisations
- Semi-public and public institutions
What you need
The right AV for your AGM
AGMs differ in size and format. A practical guide to what you need, per situation.
Small AGM (up to 50 members)
A small AGM with a limited number of members and a short agenda does not require heavy production. Two microphones for the board and one roaming floor mic for questions are usually enough. The room helps when the acoustics are not too dampened. Audio recording suffices for the minutes. What you need:
- 1 or 2 wireless handheld microphones for the board
- 1 roaming floor microphone for questions
- Connection to the venue beamer
- Audio recording for the minutes
Medium AGM (50-150 members)
At 50 to 150 members a full sound system becomes necessary, especially in conference rooms with heavy reverb. Multiple board members means multiple microphone positions at the board table. Video recording instead of audio only makes post-meeting reference much easier, particularly when you want to point back to specific decisions. What you need:
- Sound system with clear speech reproduction
- 2 to 3 board microphones and 1 to 2 floor microphones
- Projection with playback screen for the chair
- Video recording (not just audio) for the minutes
Large AGM (150+ members or with voting)
Large AGMs with voting require clear procedure and production that supports it. A line array (row of stacked loudspeakers) covers large rooms evenly, and multiple floor microphones on stands ensure every member can contribute to discussions. At higher turnout, digital voting tools often work better than paper ballots. We integrate with the tool you choose. What you need:
- Line array (row of stacked loudspeakers) for even coverage of the room
- Floor microphones on stands at multiple points
- LED screen or large projection, plus livestream for remote members
- Integration with a voting tool (we advise, you choose)
Hybrid AGM
A hybrid AGM requires more than a camera filming the room. Remote members need to hear what is said (own sound balance), see who is speaking (targeted camera) and be able to contribute to discussions. That last part requires a chat moderator on your side who passes questions to the chair. What you need:
- Camera aimed at the board table and speaker
- Separate sound balance for remote audience (remote gets a different mix than the room)
- Chat moderator coordinates with you for online questions
- Recording for members who want to watch back later
Common mistakes
- Recording the meeting only on a phone or laptop. A recording from the board table mainly picks up the front rows; contributions from the audience come out muted or unintelligible. A recording routed through our sound system captures every microphone cleanly, exactly what the minutes taker needs for a complete record.
- Not informing members about the recording in advance. Some members find it important to know the meeting is being captured, if only to choose where they sit. Mention in the invitation that an audio recording is made for the minutes, so there are no surprises on the day.
- Skipping the floor microphone because members 'can just speak up'. In practice, members who have to raise their voice to be heard drop out or contribute less. Important questions or remarks get lost in the room. One roaming wireless microphone prevents that.
Example from practice
Quarterly meetings, every quarter
We regularly handle AV for internal quarterly meetings at organisations with fixed meeting cycles. Sound, video and recording. Quickly set up, reliably executed, every time again.
Sorted in three steps
- Request via form or WhatsApp Tell us about your meeting. We respond personally.
- Brief alignment About venue and requirements, by phone or Teams.
- Day itself handled We set up, test everything and deliver a recording afterwards.
Your AGM technically sorted?
Tell us about your meeting. We prepare a quote quickly.