Planning a conference means juggling countless details whilst hoping nothing falls through the cracks. You're responsible for creating an event that runs smoothly, keeps attendees engaged, and reflects well on your organisation. The equipment you choose plays a crucial role in making this happen.
The challenge is knowing exactly what you need. Miss something essential, and you're scrambling for solutions on the day. Overorder, and you're wasting your budget that could be better spent elsewhere. This comprehensive checklist breaks down everything you need to consider, from the obvious essential equipment to the often-forgotten items that can save your event when things don't go to plan.
We'll explore the key equipment that every conference requires, the interactive entertainment elements that transform attendee experience, and the practical items that experienced event planners always keep on hand. Whether you're organising your first conference or your fiftieth, having a clear equipment checklist takes the guesswork out of planning and gives you confidence that everything's covered.
The Foundation: Core Conference Equipment Every Planner Must Have
Before you think about the extras that make your conference memorable, you need to ensure the basics are sorted. These fundamental pieces of equipment form the backbone of any professional conference, and getting them right means your event can proceed without technical hiccups or logistical headaches.
Audiovisual Equipment for Presentations
Your presenters need to be seen and heard clearly by every person in the room. Poor audiovisual setup is one of the fastest ways to lose attendee engagement, so it's worth investing in professional-grade equipment that works reliably.
Projectors and screens
These need to match your venue size and ambient lighting conditions. A projector that works brilliantly in a dimly lit boardroom won't cut it in a bright conference hall with windows. Consider the throw distance; how far the projector sits from the screen, and ensure the resolution is sharp enough for detailed slides or video content. For larger conferences, you might need multiple screens positioned throughout the room so everyone has a clear view.
Microphone systems
This one deserves careful thought. Wireless lapel microphones give presenters freedom to move naturally, whilst handheld options work well for Q&A sessions where the microphone passes between audience members. Lectern microphones suit more formal presentations. The key is having enough microphones for panel discussions and ensuring they're all charged and tested before your event begins. There's nothing worse than a microphone cutting out mid-presentation.
Sound systems and speakers
Make sure these fill your space without overwhelming it. Work with your AV supplier to match speaker power and positioning to your room dimensions. Poor sound quality frustrates attendees and makes it difficult for them to absorb the information being shared.
Confidence monitors
These should be positioned at the front of the stage to allow presenters to see their slides without turning their backs to the audience. This seemingly small detail makes presentations flow more naturally and helps speakers maintain eye contact with attendees.
Don't forget the practical necessities like backup laptops, spare HDMI cables and adapters for different devices, and a selection of dongles for connecting various computers to your AV system. Technology fails at the most inconvenient moments, and having backups ready means you can switch equipment quickly without interrupting your agenda.
Registration and Check-In Equipment
First impressions matter enormously. Your registration area is where attendees form their initial opinion of your conference, so smooth, professional check-in sets a positive tone for the entire event.
You'll need:
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Sturdy registration desks
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Clear signage directing people to the right queues
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If you're using digital check-in systems, make sure you have paper backup lists printed and ready
Technology occasionally fails, and you don't want fifty people queuing whilst you troubleshoot tablet problems.
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Badge printing equipment needs to be reliable and fast enough to handle peak arrival times without creating bottlenecks
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Have spare name badge holders and lanyards available; people lose them, forget them, or turn up without having registered online
Your welcome materials and conference packs need somewhere organised to store them before distribution. Consider how you'll hand these out efficiently without creating congestion in your registration area.
Equipment That Transforms Attendee Experience
Once you've covered the essentials, it's time to think about equipment that takes your conference from functional to memorable. This is where you move beyond simply delivering information to creating an experience that attendees will talk about long after your event ends.
Interactive Entertainment and Networking Equipment
Here's something many event planners overlook: entertainment equipment isn't a nice-to-have extra for conferences. It's an essential tool for achieving your event goals, whether that's networking, team building, or keeping energy levels high throughout a long day.
Professional-grade interactive games
These serve a real purpose at corporate conferences. They create natural conversation starters, break down the professional barriers that can make networking awkward, and give colleagues a chance to interact in a completely different context. This isn't about being frivolous; it's about recognising that people connect better when they're relaxed and enjoying themselves.
Reaction games and competitive challenges
Games like Batak Lite, Batak Pro, and Strike a Light work brilliantly in breakout spaces. They're quick to play, suitable for all ages and abilities, and naturally draw small crowds of spectators who then join in. These games create energy and buzz that carries through to the rest of your conference.
Simulator games
These can be branded to match your conference content. Racing simulators add excitement to automotive industry events. Golf simulators work well for corporate hospitality. The key is choosing equipment that complements your event rather than distracting from it.
Photo booth equipment
Photo booths are always a popular addition to conferences and different types of corporate events. They encourage social sharing and give attendees tangible memories of your event. When people post conference photos to LinkedIn or Instagram, you're extending your event's reach far beyond the people in the room.
Why does this matter? Because conference equipment hire isn't just about having games available, it's about understanding how interactive entertainment fits into your broader event strategy. The right entertainment equipment reduces the dreaded "conference slump" that hits after lunch. It facilitates genuine networking rather than forced small talk. It helps introverted attendees feel more comfortable participating.
At Fun Pro, we've spent over 15 years helping corporate event planners understand which entertainment equipment works for different conference formats. Not every game suits every event, and part of our role is helping you choose equipment that matches your audience, your venue constraints, and your specific objectives.
Catering and Hospitality Equipment
Well-fed attendees are engaged attendees. Your catering equipment needs to keep people comfortable and energised throughout your conference.
Coffee stations and beverage equipment
Your conference needs to handle high volumes during breaks without creating long queues. Consider having multiple stations positioned around your venue for larger conferences.
Food service stations and warmers
These will help to keep meals at the right temperature throughout your event so that people can eat at times when it suits them without worrying about it being cold.
Clear dietary requirement signage
To ensure everyone can identify suitable options quickly and easily, especially during short breaks. This consideration matters enormously because attendees with allergies or dietary restrictions shouldn't have to hunt for information or feel excluded from meal options.
Don't overlook practical items like bin stations positioned strategically throughout your venue, and hand sanitiser stations which have become expected at professional events.
The Equipment No One Remembers (Until It's Too Late)
Experienced event planners know that the small, unglamorous items often make the biggest difference when problems arise. These are the things you hope you won't need, but you'll be incredibly grateful to have on hand when the unexpected happens.
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A comprehensive first aid kit and emergency supplies should be non-negotiable.
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Keep spare batteries for all wireless equipment. Microphones, presenters' clickers, and other battery-operated items always seem to run out at crucial moments.
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Gaffer tape, cable ties, and basic tools solve a remarkable number of last-minute problems.
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Extra extension leads and power adaptors prevent the inevitable situation where presenters arrive with devices that don't match your available power sources.
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Clear signage and directional materials help attendees navigate your venue confidently.
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Keep emergency contact lists easily accessible, including venue managers, equipment suppliers, key speakers, and your internal team.
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For conferences with any outdoor elements, have weather contingency equipment ready.
The Pre-Conference Equipment Checklist
Strategic timing makes equipment planning manageable rather than overwhelming. Here's when to tackle key equipment tasks:
Three months before
Start securing primary equipment suppliers. Popular dates book up quickly, particularly during busy conference seasons in spring and autumn. Get quotes, compare packages, and secure bookings for critical items like AV equipment and any specialist entertainment equipment.
Six weeks before
Confirm all bookings and specifications in writing. Send floor plans to equipment suppliers showing exactly where items need positioning. Discuss power requirements, access times for setup, and any venue restrictions. This is when you finalise numbers and make adjustments based on current registration figures.
Two weeks before
Finalise exact quantities and timing. Confirm delivery schedules, setup windows, and collection arrangements. Brief your team on equipment locations and who's responsible for liaising with different suppliers.
One week before
Conduct a venue walkthrough with equipment suppliers. Walk through your floor plan in the actual space, identify any potential problems, and confirm that what you've planned will work in practice. This site visit often reveals issues that weren't obvious on paper.
The day before
Focus on equipment testing and backup verification. Test every microphone, projector, screen, and piece of interactive equipment. Ensure backups are accessible and staff know where to find them. Confirm that all suppliers have delivered everything contracted and that nothing's been missed.
On event day
Run a final equipment check before attendees arrive. Test sound levels with someone standing at the back of the room. Ensure all presentation equipment connects properly. Verify that interactive games are working and any digital displays show the correct content. Have your troubleshooting protocol clear and make sure every team member knows who to contact for different equipment issues.
FAQs About Conference Equipment Hire
What conference equipment do most event planners forget?
The small essentials often get overlooked: spare batteries for wireless microphones, extension cables, gaffer tape for securing loose cables, backup name badges, and basic stationery for attendees. Many planners also forget about entertainment equipment for networking spaces, assuming attendees will naturally mingle. In reality, interactive games create conversation starters that facilitate genuine networking.
How far in advance should I book conference equipment?
For popular conference seasons (spring and autumn), book essential AV equipment at least three months ahead. Specialist entertainment equipment and unique items benefit from early booking too. If your conference falls during quieter periods or you need only basic equipment, six to eight weeks is usually sufficient. However, earlier booking gives you better availability and sometimes preferential pricing.
Do I need backup equipment for my conference?
Yes, absolutely. At minimum, have backup microphones, projector bulbs or a spare projector, backup laptops for presentations, and spare batteries for any wireless equipment. The cost of backup equipment is insignificant compared to the disaster of having your keynote presentation delayed because a microphone battery died.
What's the difference between basic and professional-grade conference equipment?
Professional-grade equipment is designed for intensive use, offers superior quality, and includes features that matter for corporate events. Professional microphones provide better sound quality with less interference. Professional projectors deliver sharper images in brighter rooms.
The difference becomes obvious when you're trying to create a polished, credible conference environment. Consumer equipment might work for small internal meetings, but corporate conferences benefit enormously from professional-grade solutions.
How much should I budget for conference equipment hire?
Budget varies dramatically based on conference size and requirements, but as a rough guide, equipment costs typically represent 15-25% of overall conference budgets. For a medium-sized conference with 100 attendees, expect to allocate £2,000-£5,000 for equipment hire.
This includes AV equipment, registration systems, some entertainment options, and catering equipment. Large conferences with sophisticated AV production can invest £10,000 or more in equipment alone.
Should I hire conference equipment or buy it?
For most organisations, hiring makes better financial sense unless you're running multiple events throughout the year. Buying equipment means taking on storage costs, insurance, maintenance, and the risk of equipment becoming outdated.
Hiring gives you access to the latest equipment without these responsibilities, and you can scale up or down based on each event's specific needs. Even organisations running regular events often hire core AV equipment and entertainment options whilst purchasing only simple items like signage systems or registration desk furniture.
What entertainment equipment works best for corporate conferences?
The best entertainment equipment matches your audience and conference format. Reaction games like Batak work brilliantly across age groups and abilities; they're quick to play, naturally competitive, and create energy in breakout spaces. Racing simulators add excitement and draw crowds. Giant games like oversized Jenga encourage group participation and work well for more reserved audiences.
How do I know if my venue has adequate power for all equipment?
Ask your venue for their power capacity specifications and the locations of power outlets. Share your equipment list with your venue manager and equipment suppliers to identify any potential power issues before event day. If you're bringing in significant AV equipment, multiple charging stations, catering equipment, and entertainment options, you may need temporary power supplies.
What equipment do I need for virtual or hybrid conferences?
Hybrid conferences require everything mentioned above plus specialist virtual event equipment: professional cameras for livestreaming, confidence monitors so in-person presenters can see remote attendees, reliable high-speed internet connectivity, and potentially a separate control room for managing the virtual experience.
How can I reduce conference equipment costs without compromising quality?
Book early to secure better rates and avoid premium last-minute pricing. Be precise about what you actually need—over-specifying equipment wastes budget. Consider prioritising a few high-impact elements rather than spreading budget thinly across many average-quality items.
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