What Equipment Do You Need for a Corporate Event?

Organising the audio for a corporate event can seem more complicated than it needs to be. A presentation, conference, seminar, product launch or awards night may involve speakers, microphones, presentation audio, background music and panel discussions, but that doesn’t mean every event needs a large or complicated PA system.

The right equipment depends on what is happening during the event, the size and layout of the venue, and how many people need to hear clearly. For a straightforward presentation, a pair of speakers and a microphone may be enough. A larger conference with several presenters and a panel discussion can require additional microphones, mixer inputs and technical support.

The best way to plan corporate event audio is to start with the running order and work out what the system needs to do.

What does a corporate event sound system need?

A typical corporate event sound system may include speakers, microphones and, depending on the event, a mixer for combining several audio sources.

For a smaller presentation, the 2 × 1000 Watt Speaker Package⁠ provides a practical two-speaker setup. It is suited to presentations, meetings, seminars and other events where speech is the main focus.

If you’re organising a larger conference or corporate function, the 2 × 1500 Watt 15” Speaker Package⁠ provides greater output and headroom while retaining a straightforward two-speaker configuration.

The appropriate system isn’t determined by audience numbers alone. The venue layout and what the system needs to do are just as important.

How many speakers do you need?

For corporate presentations and conferences, two speakers are the normal starting point for an Audio Hire setup. Using two speakers helps distribute sound across the audience rather than relying on sound from a single position.

The size of the audience and room then helps determine which speaker package is appropriate. A smaller meeting or presentation may be well suited to the 2 × 1000 Watt Speaker Package, while a larger room or audience may benefit from the additional output of the 2 × 1500 Watt 15” Speaker Package.

The aim isn’t simply to hire the biggest system available. The system should provide suitable coverage and output for the particular venue and event.

What microphone do you need for a corporate event?

The microphone you need depends on how the presenter will use it.

For a fixed speaking position, the Shure PGA48 Microphone⁠ is a straightforward wired option for presentations, speeches and announcements.

If the presenter, MC or speaker needs to move around the room, the Shure BLX24/SM58 Wireless Hand Held Microphone System⁠ provides greater freedom without a microphone cable connecting the speaker to the PA.

A Microphone Stand⁠ can also be useful when the microphone needs to remain in a fixed position while leaving the presenter’s hands free.

You can see the wider range of options on the Microphone Hire Adelaide⁠ page.

What if there are several presenters?

Multiple presenters can change the equipment requirements considerably.

If presenters are speaking one at a time and can share a microphone, the setup may remain relatively simple. If several people need microphones available at the same time, you’ll need to account for each microphone as well as the number of available mixer inputs.

This is particularly important for conferences where an MC introduces presenters, keynote speakers take turns throughout the day and panel discussions form part of the programme.

Before booking, count the people who will need microphones and consider whether they need to use them simultaneously.

What equipment do you need for a panel discussion?

Panel discussions require more planning than a straightforward presentation because several people may need to speak during the same session.

Count the moderator or MC as well as each panellist who requires a microphone. You then need to make sure the mixer has enough microphone inputs to accommodate them.

The Yamaha MG06 Audio Mixer⁠ provides up to two microphone inputs plus additional line inputs, making it useful for smaller corporate setups involving a limited number of microphones and other audio sources.

If your panel requires more simultaneous microphones or inputs than the mixer can accommodate, contact Audio Hire before booking so the complete setup can be considered.

Do you need a mixer?

A mixer becomes useful when you need to combine multiple audio sources.

A simple presentation involving one microphone may not require the same mixing requirements as a conference involving microphones, presentation audio and background music.

The Yamaha MG06 can combine microphone inputs with additional line-level sources, making it useful for smaller presentations and corporate events where speech and playback audio need to use the same sound system.

When planning a larger event, think about everything that needs to connect to the PA rather than counting microphones alone.

What about presentation audio?

Corporate presentations often involve more than a speaker talking into a microphone. Audio may also come from a laptop, video presentation, music playback or another source.

If these sources need to use the same speakers, they need to be connected and controlled as part of the sound system.

This is where a mixer can be useful. The Yamaha MG06 provides a simple way to combine microphone and line-level sources for smaller setups.

It’s worth testing presentation audio before the event begins. A presentation can look perfectly prepared while the laptop is sending its audio through the wrong output or at an unsuitable level.

Do you need a lectern?

A lectern isn’t part of every corporate event, but it can be useful for keynote presentations, formal speeches, conferences, awards and ceremonies.

The Professional Adjustable Lectern⁠ provides a dedicated position for notes, scripts, tablets or presentation material.

If the event has a formal presentation format, consider the lectern, microphone and speaker position together rather than treating them as separate pieces of equipment.

What about an MC?

Many corporate events have an MC or host responsible for introducing speakers, making announcements and keeping the programme moving.

If the MC needs to move around the room, a wireless microphone can be particularly useful. The Shure BLX24/SM58 Wireless Hand Held Microphone System⁠ allows the MC to move without being restricted by a microphone cable.

If the MC remains at a lectern or fixed position, a wired microphone such as the Shure PGA48 may be a simpler option.

Do corporate events need subwoofers?

Not usually for a standard speech-focused corporate event.

If the primary purpose of the PA is presentations, speeches and announcements, the priority is clear and even speech reproduction rather than high levels of bass.

The equipment requirements can change if the corporate event includes entertainment, a DJ, dancing or live music. In that situation, a more substantial music-focused sound system may be appropriate.

The important thing is to choose equipment according to what the event actually needs rather than adding subwoofers simply because the event is large.

Do you need a sound technician?

A technician isn’t automatically required for every corporate event.

A straightforward presentation with a simple sound system may be manageable by the organiser or venue team once everything has been set up and tested.

Technical support becomes more valuable as the event becomes more complicated. Multiple presenters, panel discussions, several microphones, presentation audio, music playback and changes throughout the programme can all increase the value of having someone responsible for the sound.

A technician can concentrate on microphones, audio sources and levels while the event coordinator focuses on speakers, guests and the running order.

For more information, see Event Sound Technicians⁠.

What about a conference with several rooms?

Multi-room conferences require additional planning because each room may have different audio requirements.

A keynote room may require a larger speaker system and several microphones, while a smaller breakout room might only need a simple presentation setup.

Don’t assume that every room needs the same equipment. Consider the audience size, room layout and programme in each space.

If several rooms are operating simultaneously, it is particularly important to create an equipment schedule before the event so that microphones, speakers and other equipment aren’t unintentionally allocated to more than one room at the same time.

What should an event coordinator tell the hire company?

You don’t need to know the exact equipment models before making an enquiry.

Instead, provide the venue, approximate audience size and a simple description of the event. Explain whether there will be an MC, presentations, speeches, panel discussions, background music or other audio sources.

For a conference, a running order is particularly useful. It can show how many microphones are needed during each part of the programme and whether different audio sources need to be connected.

Also mention whether presenters need to move around, whether the event is indoors or outdoors and whether the venue already has any audio equipment.

The more information you provide, the easier it is to work out an appropriate setup.

A simple corporate event setup

For a smaller corporate presentation, the equipment may be relatively straightforward: a pair of speakers and a microphone.

The 2 × 1000 Watt Speaker Package⁠ provides a practical starting point, with the appropriate microphone added depending on whether the presenter needs a fixed or wireless setup.

If the presentation also includes laptop audio or another source, a mixer such as the Yamaha MG06 may be useful.

For a larger conference, the system may involve the 2 × 1500 Watt 15” Speaker Package, several microphones and additional mixing requirements.

The important distinction is that the equipment should follow the event programme rather than the other way around.

Corporate event equipment checklist

Before booking, work through the event from beginning to end.

Consider how many people will speak, whether there is an MC, whether there will be a panel, whether presentation or video audio needs to play through the PA, whether background music is required and whether anyone needs to move around with a microphone.

Then consider the venue. How large is the room? Where will the audience sit? Where will the speakers and presenter be positioned? Is the event indoors or outdoors? Does the venue already have equipment available?

Finally, decide who will operate the system. If the event is simple, someone at the venue may be able to manage it. If the programme involves multiple audio sources and frequent changes, technical support may be worthwhile.

Choosing the right corporate event audio setup

There isn’t one standard corporate event sound system.

A small meeting, a 100-person presentation, a conference with multiple presenters and a large awards night can all require different equipment. The right choice depends on the venue, audience, programme and level of audio complexity.

For many smaller corporate events, a pair of speakers and a suitable microphone will be enough. As the event grows in size or complexity, you may need additional microphones, a mixer, a larger speaker system or technical support.

If you’re organising a corporate event in Adelaide and aren’t sure what you need, provide the venue, approximate audience size and running order. You don’t need to design the system yourself.

You can browse Sound System Hire Adelaide⁠, explore Speaker Hire Adelaide⁠, view Microphone Hire Adelaide⁠, or see the Corporate Events & Conferences section of Hire by Event⁠.

If you already know what you need, you can browse the equipment and book online⁠.