Planning a corporate conference in Baku? The audio-visual setup can make or break your event. A flawless presentation with crystal-clear sound, sharp visuals, and reliable interpretation impresses delegates and reflects your company's professionalism. Here is the complete AV equipment checklist used by our team at GM Events.
🔊 1. Sound System
Audio quality is the #1 factor delegates notice. A muffled microphone or feedback squeal can ruin a keynote session.
- Line array speakers — For halls with 100–2,000 seats. JBL VTX or similar professional arrays ensure even coverage without dead spots.
- Subwoofers — 2–4 units for low-frequency punch during video playback and music transitions.
- Wireless handheld microphones (minimum 4) — Shure or Sennheiser digital systems. Always have 2 backups.
- Lavalier (lapel) microphones (minimum 2) — For speakers who move around the stage.
- Gooseneck podium microphone — For the main lectern.
- Digital mixing console — Yamaha CL5 or Allen & Heath dLive. Needs experienced operator.
- Stage monitor speakers — So presenters can hear themselves and cues.
📺 2. Visual / Display
Delegates need to see presentations clearly from any seat in the room.
- Main LED wall — P2.6 indoor modules. Minimum 3m × 2m for 200-person events; 5m × 3m for 500+. Far superior to projectors in ambient light.
- Side confidence monitors — 2× 75" screens facing the stage so speakers can see their slides.
- Audience IMAG screens — For large halls: 2× additional LED walls or projection screens on the sides so back rows can see speakers up close.
- Presentation laptop — Dedicated high-spec machine running slides. Never rely on a speaker's personal laptop alone.
- Video switcher — BlackMagic ATEM or similar for switching between cameras, slides, and video.
- Cables and converters — HDMI, USB-C, DisplayPort, and adapters for every possible laptop type.
💡 3. Lighting
Proper lighting sets the mood and ensures speakers look professional on camera.
- Stage wash lights — RGBW LED fixtures (6–12 units). Even illumination across the stage.
- Key light / follow spot — 1–2 follow spots for keynote speakers and award ceremonies.
- Gobo projectors — Project your logo or event branding onto walls and floors.
- Ambient/architectural lighting — LED uplighters (20–40 units) to brand the room with your corporate colours.
- DMX lighting controller — With programmed cues for different session types.
🎙️ 4. Conference / Interpretation Systems
Essential for multi-language events (very common in Baku for AZ/EN/RU conferences).
- Simultaneous interpretation system — Bosch Integrus IR system. Up to 32 channels. Receivers for all delegates.
- Interpreter booths — ISO-compliant soundproof booths (1 per language pair).
- Delegate microphone system — For panel discussions and Q&A sessions. Chairman unit with priority override.
- Voting/polling system — Electronic voting for shareholder meetings or interactive sessions.
📡 5. Live Streaming / Recording
Increasingly required for hybrid and global events.
- Multi-camera setup — 2–3 PTZ cameras (stage, audience, detail shots).
- Hardware encoder — For reliable streaming to YouTube, Zoom, or custom platforms.
- Recording system — Redundant recording for post-event content and archives.
- Graphics overlay — Lower-thirds, titles, sponsor logos on stream.
🏗️ 6. Stage and Infrastructure
- Modular stage — Height-adjustable platforms (0.4m–1.2m). Non-slip surface, front valance.
- Truss system — For rigging lights, LED walls, and banners above stage.
- Backdrop — Branded tension fabric or LED wall behind speakers.
- Podium/lectern — Branded, with built-in mic, light, and monitor.
- Cable management — Cable ramps, gaffer tape, and trunking for clean, safe runs.
✅ Quick Reference Checklist
Use this quick-reference table to ensure nothing is missed:
| Category | Items | 200 pax | 500+ pax |
|---|---|---|---|
| Sound | Line array + subs + mics + mixer | 4–6 pcs | 8–12 pcs |
| LED Wall | Main screen + side IMAG | 1 screen | 3 screens |
| Lighting | Stage wash + follow spot + ambient | 12–20 pcs | 30–50 pcs |
| Interpretation | IR system + booths + receivers | 200 rx | 500+ rx |
| Streaming | Cameras + encoder + recording | 2 cams | 3+ cams |
Common Mistakes to Avoid
- Skipping the tech rehearsal. Always schedule a full technical rehearsal the day before. Test every microphone, every slide transition, every camera angle.
- Relying on one microphone. Wireless systems can fail. Always have wired backups ready.
- Ignoring lighting. A dark stage makes speakers invisible to cameras and audiences beyond row 10.
- No backup recording. If the stream fails, you lose the content forever. Always record locally as a redundancy.
- Late AV booking. In Baku, especially around WUF13 and BakuTel periods, AV equipment demand peaks. Book at least 4–6 weeks ahead.
About GM Events: We provide complete AV equipment rental and technical production services for corporate conferences in Baku since 2014. View our full equipment catalog →