AV production for AGM and member meetings

What we handle

Everything an AGM needs

Sound

Speakers and microphones throughout the room so everyone clearly hears the board.

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. Tell us what your agenda looks like and which room you are in, and we will know what production is needed.

For which organisations

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, and the AV production scales with them. 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 handle the AV for internal quarterly meetings at organisations with a fixed meeting cycle. What is needed differs per venue: if the screens are already there we take care of the sound and the recording, and otherwise we bring the video equipment along. Because the setup is the same every time, it goes up quickly and we know exactly what the day requires.

How it works

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.

Frequently asked questions

Questions about AV for an AGM

Not seeing your question? Call or email us and you will get a straight answer.

How do you make sure everyone in the room can be heard?

There are several ways, and your budget largely decides which. The most comfortable solution is a set of conference microphones, known as a DCN system, with one microphone per table or per two people. Everyone waits their turn and the chair can switch off any microphone. On a smaller budget we place a few microphones on stands in the room, where members can queue up to ask their question.

Can the meeting be recorded for the minutes?

As long as people speak into microphones, we record the meeting. There is one pitfall: whoever takes the floor has to actually use that microphone. If that does not happen consistently, we hang shotgun microphones in the room to catch the rest. You get a rough recording for your minute taker straight afterwards on a USB stick, as mp3 or wav. If that is not possible on site, we email it the next day at the latest.

Can members join or vote remotely?

Attending remotely is possible. We set up a camera and stream into the meeting platform you use. Voting depends on how you organise it yourself. If you work with a QR code leading to a voting link, we can put that into the stream so remote members vote at the same moment as the room.

What if several people want to speak at once?

With conference microphones the chair keeps control: they give the floor and can cut off any microphone. If there is a single microphone on a stand, a signal to the control position is enough for us to mute it. That is a heavy-handed measure, so if you expect a difficult agenda item, discuss it with us beforehand.

AV production for your AGM or member meeting