What AV equipment do I need for a wedding?

At minimum: ceremony sound (a small PA and a wireless mic for the officiant), reception sound (speakers and at least two wireless mics for toasts), and a music playback source. If you're showing a slideshow, add a projector and screen or a video display. Most weddings also benefit from a subwoofer for the dance floor.

What AV does a corporate meeting need?

A typical corporate meeting needs a sound system sized to the room, one or two wireless microphones for presenters, a screen or projector for slides, and a way to plug in a laptop. For larger meetings or panels, add a podium mic, additional handheld mics for Q&A, and a mixer to manage levels.

What do people forget to include in their AV plan?

The most commonly forgotten items: extension cords and power distribution, audio playback source (separate from the DJ), confidence monitors for presenters, a hardline backup for streaming or recording, mic backups, and someone to actually run the gear during the event.

Should I rent AV or use the venue's in-house system?

It depends. Some venues have excellent in-house AV — others have one tired ceiling speaker. Ask the venue what they include, then judge whether it covers your needs. Outside rentals are often a better fit for weddings and important corporate events, especially when the venue's in-house quote runs significantly higher than independent vendors.

Complete AV Equipment Checklist for Events

When you're planning an event, the AV side often gets pushed to the end of the list — and then panic sets in two weeks out when you realize you don't know whether the venue's PA actually works, whether the officiant needs a mic, or how the slideshow is going to play. This checklist is meant to head that off. It covers the four most common event types we run in Chicagoland and the things people forget no matter what kind of event they're throwing.

Weddings

Ceremony

A small PA system positioned where guests can hear the vows
A wireless lavalier mic for the officiant (hidden under the collar or lapel)
A second wireless mic (handheld or lav) for readings, unity rituals, or vows
A music playback source for processional, recessional, and unity moment music
Power source — if the ceremony is outdoors and more than 50 feet from an outlet, plan for battery PA or a generator

Cocktail hour

Background music — either piped through the reception system or a small dedicated speaker in the cocktail space
Music source (Spotify playlist, live musician input, your DJ's setup)

Reception

A sound system sized to the room — main speakers and (ideally) at least one subwoofer for the dance floor
Two wireless mics for toasts (always two — one is in case the first one fails)
A DJ input or a sound source you can plug into
A mixer (digital is much easier to manage during the event)
If you're showing a slideshow: projector + screen, or a large TV display, plus a laptop or computer to drive it
If you have a band: monitors for the musicians, additional inputs for their instruments and mics

Corporate meetings and presentations

The basics

Sound system sized to the room (not the same as a wedding reception — speech intelligibility matters more than music)
One or two wireless mics — lavalier for presenters who walk around, handheld for podium or panel use
A screen or projector for slides
Laptop input — HDMI cable that actually reaches the presenter
A clicker / remote for advancing slides

For panels and longer sessions

One wireless mic per panelist (passing a mic around looks unprofessional and wastes time)
A podium mic for the moderator (gooseneck on the podium, or a handheld they can set down)
Confidence monitors so presenters can see their slides without turning around
Q&A mics — usually one or two wireless handhelds run into the audience by your crew
Speaker timers or session timing if you're running a tight agenda

For multi-day or larger conferences

Multiple rooms means multiple full setups
Recording the sessions? Add a feed off the mixer (much better quality than camera mic audio)
Live streaming? Add a video encoder and a wired internet drop (not Wi-Fi)
Signage, schedule displays, way-finding screens for larger venues

Private parties & milestones

Sound system sized to the space — bigger isn't always better, especially indoors
One wireless mic for speeches, toasts, or hosting moments
Music playback (DJ or curated playlist)
If there's a slideshow or video tribute: projector or large TV, plus a laptop
For backyard / outdoor parties: weather contingency, power source, and consideration of neighbors (volume limits)

Community events, fundraisers, religious events

Sound system that covers the whole room or outdoor space
Several wireless mics (these events typically have multiple speakers and longer programs)
A podium with a mic for the main speakers
Music playback for processionals, breaks, and any pre-recorded moments
Projection or screens for slides, hymn lyrics, presentations, or recognition displays
For auctions or fundraisers: a clear, loud sound system that reaches every table

The things almost everyone forgets

These come up event after event:

Extension cords and power distribution. Outlets are never where you need them.
Backup batteries for wireless mics. Fresh ones at the start of the event aren't enough — you need backups for hour 4+.
A separate music source from the DJ. Bands take breaks. DJs sometimes start late. Having a backup playlist plugged in saves the day.
Mic stands — especially boom stands for presenters who want to stand and speak.
Confidence monitors for presenters who can't see the screen the audience is watching.
Someone running the system. Not your venue coordinator, not your DJ, not your photographer — someone whose job is to manage the sound and video while the event happens.

How NoorTech handles the checklist

We're a small Chicagoland team and we run the AV from start to finish. When you book with us, we bring everything on the checklist that applies to your event — gear, cables, stands, backups, extension cords — and someone stays through the event to run it. You don't have to think about which mic or which cable. You think about your guests.

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