A Primer on AV Equipment:

THE PA SYSTEM

First and foremost, a reliable and powerful PA system is critical. Clear sound is paramount for a roundtable, where panelists and moderators must be heard distinctly throughout the space without feedback or distortion. Modern portable line array or column speaker systems, such as the QSC KLA12 or the Bose L1 Pro8, deliver wide sound coverage with pristine clarity. These systems are designed to fill medium-sized venues evenly, ensuring every audience member can hear every word effortlessly. Investing in quality speakers also reduces strain on microphones and makes follow-up recordings or streaming audio cleaner.

Wireless microphones are the lifeblood of any roundtable’s audio setup. Panelists require mobility and freedom from cables, so high-quality wireless handheld or lavalier microphones are essential. Systems like Shure’s ULX-D and Sennheiser’s Evolution Wireless G4 offer professional-grade sound quality, secure transmissions, and interference resistance. For smaller or more mobile setups, the Rode Wireless GO II packs versatility and ease of use into a compact form. Multiple wireless units with good battery life allow seamless transitions between speakers and foster a natural conversation flow without audio dropouts.

CAPTURING THE EVENT ON VIDEO

Capturing the event on video is increasingly important to extend reach beyond the room, whether for live streaming, recording, or hybrid participation. PTZ (pan-tilt-zoom) cameras such as the Sony SRG-A40 provide remote-controlled tracking, ensuring every speaker remains framed and in focus. Camcorders like the Canon XA40 offer dynamic handheld shooting with excellent autofocus and 4K capture, perfect for close-ups or secondary angles. Panasonic’s AG-CX350 caters to professional streaming needs with robust features and smooth integration. A multi-camera setup with a reliable AV switcher allows event producers to create professional-quality video output that engages distant viewers and preserves the event for future use.

THEY GOTTA LOOK GOOD!

Effective lighting is often overlooked but fundamentally enhances both live and recorded presentations. Adjustable LED panels or spotlights, such as those from Chauvet Professional or Litepanels, provide flattering illumination that ensures speakers are well-lit and visually distinct from backgrounds. Good lighting reduces shadows and creates a professional, inviting atmosphere on camera and in the room alike.

Equipping a corporate roundtable with these six categories of AV equipment creates the foundation for impactful communication and a memorable event. Investing in quality gear designed for professional environments not only delivers crisp, clear sound and visuals but also contributes to a confident, polished event experience that highlights the expertise and ideas shared around the table. For organizers, understanding these essentials means fewer technical surprises and more time to focus on the conversation that matters most.

VISUAL PRESENTATION

Visual presentation also plays a key role in corporate events. Laser projectors like the Panasonic PT-VMZ61U7 provide bright, crisp 4K images suitable for large roundtable rooms where ambient light may vary. For events requiring close monitoring or detailed visuals, monitors such as the LG UltraFine OLED Pro deliver unmatched color accuracy and sharpness. In larger or more tech-forward settings, modular LED video walls from brands like Absen can create vivid, eye-catching backdrops or messaging boards. Selecting the right display device ensures every piece of visual content—from slide decks to live camera feeds—is clear and engaging.

Behind the scenes, an AV switcher and control system orchestrate the seamless integration of all audio and video sources. Compact switchers like the Blackmagic Design ATEM Mini Pro ISO combine multiple inputs with live recording and streaming capabilities, ideal for small to medium roundtables. Larger venues might require integrated solutions from Crestron or Roland that handle more complex routing and control needs while offering automation and preset scenes. The switcher’s role is critical for maintaining a polished flow between speakers, slides, and camera angles without distracting technical glitches. Click on the picture below to download our exclusive reference guide.

PA System and Speakers

A robust PA system is essential for amplifying voices clearly throughout the venue. For audiences of 100, line array or portable column speaker systems provide excellent coverage and clarity.

• Top Brands: QSC (K.2 or KLA series), Meyer, Bose (L1 Pro series), Yamaha (DZR series), and Electro-Voice (ETX or X2 series) are all highly respected for professional events.

Wireless Microphones

Panelists and presenters need reliable, interference-resistant wireless microphones. Look for systems supporting multiple users, with both handheld and lavalier (lapel) options.

• Top Brands: Shure Axient, Sennheiser (Evolution Wireless series), and Rode (Wireless GO II) are known for their clarity and reliability.

Cameras for Video Capture & Streaming

For documentation, live streaming, or hybrid events, PTZ (pan-tilt-zoom) and camcorder-style cameras with high resolution and auto-tracking help capture all participants.

• Top Brands: Sony (SRG-A40, PXW-Z90V), Canon (XA40, XF705) and Panasonic (AG-CX350) are recommended for their performance, autofocus, and reliability.

Displays or Projectors

Crisp visuals make presentations stand out. For professional events, laser projectors or modular LED walls outperform standard options, handling ambient light with ease.

• Top Brands: Infiled, Panasonic (PT-VMZ61U7 projector) and Absen or Samsung (LED video walls). Consider 4K resolution as the new standard. Look for Brompton and Novastar video processors.

• We like ROE video walls paired with the Brompton processors.

AV Switcher and Control System

A processor or switcher routes audio and video signals, allowing for seamless transitions between camera feeds, slides, and other media.

• Top Brands: Blackmagic Design (ATEM Mini series for smaller events), Roland, Grassvalley and Kramer all make reliable AV control systems.

• We like Ross AV switchers as well.

Lighting Fixtures

Proper lighting ensures all speakers are clearly seen both by in-person audiences and on video feeds. Adjustable LED panels or spotlights can be tailored for venue size.

• Top Brands: Chauvet Professional, Elation, and Litepanels are recognized for bright, flexible LED solutions suitable for events and recordings.