Sound
Full sound system for large rooms, wireless microphones for speakers and panel discussions, clearly intelligible for everyone.
AV production for your conference or convention
From a one-day convention to a multi-day international conference. We deliver the complete technical production. Sound, video and livestreaming by one team.
Full technical production
Video and imagery
Projection, LED screens and confidence monitors for speakers, live switching between camera feeds and slides, session recording.
Livestream
International reach via Teams, YouTube or your own platform, including camera and sound.
Lighting
We also arrange stage lighting and atmosphere lighting.
From medical symposium to industry convention
We provide AV production for a wide range of conferences and conventions:
- Medical conferences and symposia
- Scientific conferences
- Industry conventions
- Education conferences
- Professional conventions
- International conferences
- Hybrid conferences with livestream
What you need
The right technical production for your conference
From a one-day convention to a multi-day international conference: the conference production scales with the size. A guide per situation.
One-day convention (up to 200 attendees)
A one-day convention is about efficiency: one room, fixed agenda, no mid-event rebuilds. One experienced technician can handle sound and video simultaneously. Video recording is optional, but useful if you want to share sessions afterwards with attendees who could not make it. What you need:
- Sound system with 4 to 6 wireless microphones
- Projection with playback screen for speakers
- Optional video recording of sessions
- One on-site technician is usually enough
Multi-day conference (200-500 attendees)
Multi-day conferences increase in complexity. More speakers means more microphone swaps, more content means live switching between camera feeds, slides and other sources. One technician will not manage this, you need a team that divides roles. Setup always happens the day before the show, so you are not dependent on fast work on show day. What you need:
- Line array (stacked loudspeakers) with delay speakers for even sound across the entire room
- LED screens or large projection plus playback screen for the speaker
- Live switching between camera feed, slides and panel camera
- 2 to 3 technicians plus a setup day before the first show day
International conference with livestream
An international livestream makes your conference broadly accessible, but requires its own audio and video feed separate from what happens in the room. Two cameras (wide and close-up) provide dynamics that a static shot lacks. Translation or subtitling depends on your audience, we align that before building. What you need:
- Streaming platform: YouTube, Vimeo or Teams Live
- Minimum 2 cameras: overview shot plus close-up on the speaker
- Broadcast-quality recording for post-production
- Translation or subtitling aligned with your organiser
Lighting and atmosphere
Lighting matters more than people think. Speakers who are not lit directly disappear into shadow on video recordings. Moving coloured spots and floor-mounted wall lights add atmosphere where standard venue lighting stays flat. We handle the lighting as part of the production, so it is operated in step with the rest. What you need:
- Front spots for speakers (lights from the audience area that illuminate the stage), always needed when recording video
- Moving heads (programmable moving spots in multiple colours) for atmosphere during keynotes
- Uplighters (floor lights that illuminate walls upward) for the foyer and room walls
- Arranged and operated entirely by us
Common mistakes
- Scheduling the programme back-to-back without buffer between sessions. Swapping microphones, getting a new speaker in place, loading content: all of it takes time. Five minutes of buffer between blocks prevents your schedule from gradually running late or speakers from getting cut short.
- Delivering content only on the day itself. Slides, videos and presentation materials that arrive on the morning of the event cannot be fully tested for format, resolution or audio levels. With 48 hours lead time we run through everything and catch issues before your audience is in the room.
- Cutting back on the number of microphones by letting speakers pass them on. It sounds logical: four speakers in one morning, two headsets swapped between them during breaks. In practice one speaker runs over and there is too little time left to properly hand over, fit and test the microphone. The swap then happens in a rushed, visible way, or the programme stalls while everyone waits. One microphone per speaker prevents this. For larger productions we bring in a dedicated RF technician who manages microphone handovers as a full role.
Example from practice
GLAD Forum 2026, international medical conference, fully by our team
For GA²LEN we handled the complete technical production of this international medical conference, at the Crowne Plaza in Utrecht. Three technicians on site during one build day and two show days. Lighting, sound and video entirely by our own team, including project management and video direction.
Four steps to your conference
- Get in touch Via the form or email. We schedule a call.
- Venue visit and technical plan We survey the venue and draft a plan tailored to your situation.
- Setup and test We arrive well ahead of time and test everything before the first guest walks in.
- Full presence during the conference Our team stays on site for the entire duration of the conference.
Frequently asked questions
Questions about AV for a conference
Not seeing your question? Call or email us and you will get a straight answer.
Can you handle a conference with multiple rooms?
We supply equipment and crew for several rooms at once. We do not set a limit on the number: if you need ten breakout rooms, we will arrange it. Do let us know in good time, because it involves both equipment and people who have to be available on the same day.
Can speakers use their own laptop?
They can. Beforehand we agree which setup it will be: everything runs from the control position and speakers get a clicker, or they plug in on stage themselves. Both at once is possible too. Particularly with IT presentations involving a live demo, speakers prefer their own laptop. If that applies, tell us in advance and the right connection will be ready.
How far in advance are you on site?
That depends on the scale and on what time your programme starts. A small setup for an afternoon session we build the same day. If a large setup has to work at half past eight in the morning, we are there the day before or very early. In that case our advice is to take a build day. That leaves room to test everything calmly.
Do you also record or livestream the sessions?
We do both. You receive the recording afterwards, although it takes longer than for a meeting because the files are large. If editing is needed, we agree in advance when you will get the material.
Your conference technically handled?
We schedule a call and draft a tailored quote. Always in writing, always specific to your situation.