Life OS

AV Gear — Corporate Events

4 min read

Inspiration

Reference knowledge base for AV equipment used in corporate hotel events — seeded from Reggie’s domain expertise and to be expanded with field experience at the Fairmont Miramar.

Observations

Add notes on specific gear you encounter on property, quirks you find, client reactions to different setups.

Overview

Corporate hotel events rely on a standard set of AV categories. Understanding each category — what the gear does, what quality tiers exist, and when to use what — is essential for accurate quoting and credible client conversations.

Key Concepts

Audio

  • PA Systems: Line array (e.g. d&b, L-Acoustics, QSC) for larger rooms; point-source for smaller breakouts. Properly sized PA = clean, even coverage without feedback.
  • Mixing Consoles: Digital desks (Yamaha CL/QL series, Allen & Heath, DiGiCo) for flexibility and recall. Analog for simple setups.
  • Microphones:
    • Lapel/lavalier — standard for presenters; hands-free, clean look
    • Handheld wireless — Q&A, panel discussions
    • Podium/gooseneck — formal presentations, award ceremonies
    • Headset — high-movement presenters, entertainers
  • IEM / Monitor systems: In-ear monitoring for performers; floor wedges for entertainment events
  • Dante / AoIP: Audio-over-IP networking (Dante protocol) used in modern installs to route audio digitally across a network

Video & Display

  • Projection: Standard for most hotel ballrooms. Key specs: throw ratio (determines projector placement), lumens (brightness — 5,000+ for lit rooms), resolution (1080p minimum, 4K for high-end)
  • LED Walls: Modular panels, no throw distance needed, extremely bright, sharp at any ambient light level. More expensive to rent/own but significantly better visual impact. Pixel pitch matters — finer pitch (e.g. 2.6mm) = better for close viewing
  • IMAG (Image Magnification): Camera feed of presenter displayed on side screens — essential for 300+ pax events so back rows can see the speaker
  • Video Switching: Seamless switchers (Barco, Roland, Analog Way) manage multiple sources (laptops, cameras, playback) and send to screens cleanly
  • Confidence Monitors: Presenter-facing screens showing slide content and/or countdown timer

Lighting

  • Room Wash / Uplighting: LED par cans or uplights around perimeter; color-matched to client branding; transforms the feel of a ballroom
  • Stage Wash: Illuminates the presenter; critical for video recording and photography
  • Moving Heads / Intelligent Lighting: For galas, award shows, entertainment events; adds production value
  • Gobos: Metal templates that project custom logos or patterns via ellipsoidal fixtures
  • Follow Spots: Tracked lighting for award ceremonies, entertainment, keynote speakers

Staging & Set

  • Risers/Platforms: Elevate the stage area; standard heights 24”–48”
  • Podiums/Lecterns: Standard corporate fixture; often branded
  • Pipe & Drape: Creates backdrops, divides spaces, masks backstage
  • Furniture: High-top tables, bar stools, sofas for panel discussions

Networking & Infrastructure

  • Event Network: Dedicated network for show-critical devices (switchers, playback, stream encoders) — separate from hotel/guest WiFi
  • Fiber runs: Long-distance signal transport within the venue
  • Streaming/Encoding: Hardware encoders (Tricaster, vMix, OBS-based systems) for livestreaming to Zoom, YouTube, or proprietary platforms
  • Hybrid event platforms: Encore’s own platform stack plus integrations with Zoom Webinars, Teams Live, Hopin, etc.

Labor Tiers

  • A1 — Audio engineer (front of house)
  • A2 — Audio assist (stage, mic management)
  • V1 — Video / projection engineer
  • L1 — Lighting director
  • Tech Director — overall show caller on complex productions
  • Stagehand — load-in/load-out, general labor

Synthesis

Gear knowledge is a credibility tool in sales. You don’t need to be able to wire a system yourself, but you do need to speak fluently about what each piece does and why it matters for the client’s event. The goal is to translate technical capability into client outcomes — “this LED wall means your logo looks sharp in every photo” lands better than “this is a 2.6mm pitch wall.”

Contradictions / Open Questions

  • What specific gear inventory does the Fairmont Miramar property carry vs. what gets rented in?
  • Which gear categories have the highest margin for Encore at this property?

Graph View

Backlinks