What Should a Professional AV Setup Include?
Installed vs Bring-Your-Own Equipment
Why Is an AV Technician Important?
A Practical Checklist for Your Next Booking
Summary
Few things undermine a professional presentation faster than technology that does not work. A presentation that will not open. A microphone with feedback. A video signal that disappears in the middle of a live demonstration for the board. These situations cost more than time. They cost credibility.
At Comwell Hotels, we have invested in professionally installed AV equipment across our more than 350 meeting and conference rooms. Here, we guide you through what a professional technical setup should include and what to ask when choosing a venue.
Requirements will vary depending on the size and format of the event, but there is a baseline that every professional conference venue should be able to provide:
Screens and Projection: A large screen or high-resolution projector sized to suit the room. In rooms for more than 50 people, there should be at least two screens so that all participants have a clear view, regardless of where they are seated.
Sound: A sound system that provides even coverage throughout the room, without dead spots or echo. Multiple microphones, including wireless handheld microphones and headset microphones for speakers who need to move around.
Presentation Sharing: Wireless presentation sharing, allowing speakers to switch seamlessly without connecting cables. The system should support both Windows and Mac and ideally be able to handle multiple inputs.
Video Conferencing: A camera and soundbar for hybrid participation if some attendees are joining remotely. This is no longer an optional extra, but a standard expectation.
There is a significant difference between AV equipment that is permanently installed and calibrated for a specific room and equipment that is brought in and set up on the morning of the event. Permanently installed equipment is tested in the room, adjusted to suit the acoustics and ready to use from the outset. Equipment brought in requires time for setup, testing and troubleshooting, and the risk of technical issues is significantly higher.
At Comwell Hotels, our AV equipment is permanently installed and maintained. This means you can focus on your presentation rather than worrying about the technology.
Even the best equipment can encounter unexpected issues. A speaker who brings an unfamiliar connector. A file that will not play properly. A network issue that disrupts a live stream. In these situations, the difference between an awkward interruption and a seamless solution often comes down to having a skilled AV technician on site.
It is therefore worth asking whether the venue has an AV technician available during your event. It is a small detail that can save the entire day
Before confirming a venue, we recommend checking the following:
Is the AV equipment permanently installed or hired in?
What screen sizes and resolutions are available in the room?
Does the system support wireless presentation sharing for both Mac and PC?
Are there enough microphones for your event format?
Is video conferencing equipment available if you have remote participants?
Is an AV technician on site during the event?
The answers will give you peace of mind and help you avoid surprises on the day.
Technical issues during a presentation cost both credibility and time. A professional conference venue should have permanently installed AV equipment suited to the room’s acoustics and size, wireless presentation sharing, video conferencing equipment and an AV technician available during the event. At Comwell Hotels, we have invested in professional, permanently installed equipment across more than 350 meeting and conference rooms, so the technology works from the outset.
Comwell Hotels has once again been named Best Hotel Chain in Denmark at the Danish Travel Awards 2026. The Danish, family-owned hotel chain repeats last year’s success in an award based on consumers’ own experiences.
Most companies book conferences reactively. A need arises, venues are researched, quotations are requested, and the event is planned within the time available. The result is often higher prices, fewer options and more stress for the person responsible for planning.
There is a better approach. By mapping out your meeting and conference needs in an annual calendar and booking strategically, you can secure better rates, access to the most sought-after dates and more predictable budget management.
You have been planning for three months. The programme is ready, the participants are confirmed and the meeting rooms are booked. Then a speaker calls to cancel. Or your participant numbers double because senior management has invited an additional department. Or the technology fails 30 minutes before the meeting starts.
