Conference AV Requirements Checklist 2026 — What to Request from Venues

Q: What AV is included in a hotel DDR package?

Standard DDR AV includes projector and screen, basic PA with one microphone, Wi-Fi, flip chart, and whiteboard. Wireless mics, dedicated internet, and hybrid equipment typically cost extra.

Q: What internet speed do I need for a conference?

For a standard conference: 50Mbps shared is fine. For livestreaming: minimum 100Mbps dedicated uplink. For video calls with 50+ participants: 200Mbps+ dedicated. Always test before the event.

Standard AV Included in Most Hotel DDR Packages

When you book a DDR (Day Delegate Rate) package at a 4-star or above hotel, these AV elements are typically included at no extra charge:

Data projector (2,500–5,000 lumens) + motorised screen
Flip chart with paper and markers
Whiteboard
Basic PA system with one microphone (usually wired)
Wi-Fi (shared building Wi-Fi — often insufficient for large events)
Laser pointer and clicker/slide advancer
Extension leads and power strips

AV Upgrades That Cost Extra

These elements are almost always additional costs, even at premium hotels:

Dedicated fibre broadband: £200–£800/day. Essential for livestreaming, video calls, or events with 50+ online users. Shared hotel Wi-Fi will fail.
Wireless microphones: £50–£150 each per day. Budget for one per 25 attendees in panel discussions.
Confidence monitor: £100–£250/day. Shows speaker their current slide without looking at the main screen. Non-negotiable for professional presentations.
LED video wall or large format display: £500–£3,000/day. Dramatically better quality than projectors for rooms with ambient light.
Livestreaming equipment: £500–£2,500/day. Camera, encoder, streaming software, and dedicated upload bandwidth.
Simultaneous translation equipment: £1,500–£5,000/day. Booths, receivers, and technician.
AV technician on-site: £250–£600/day. Essential for events with complex AV or hybrid elements.

Critical check: Always request a dedicated bandwidth test before your event. Hotels routinely oversell shared Wi-Fi. If you're livestreaming or have video calls, insist on a dedicated 100Mbps fibre line minimum, tested with your load estimate.

AV Checklist by Event Type

Standard Conference (50–200 pax, no hybrid)

5,000+ lumen projector or 110"+ LED screen
2x wireless handheld + 1x lapel mic
Confidence monitor for speaker
PA system with audience fill speakers
Clicker/pointer

Hybrid Conference (in-person + remote)

All of the above +
PTZ camera (auto-tracks speaker)
Dedicated 100Mbps+ fibre connection
Livestream encoder and software
Remote participant screen (for audience to see online attendees)
AV technician on-site full day

Panel Discussion (8–12 panellists)

Table microphones x number of panellists
Chair microphone
Audience Q&A wireless mic (roving)
Audience confidence display showing speaker names

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Frequently Asked Questions

What AV is included in a hotel DDR package?

Standard DDR AV includes: projector + screen, basic PA + one microphone, Wi-Fi, flip chart, and whiteboard. Wireless mics, dedicated internet, and hybrid equipment typically cost extra.

How much does hotel conference AV cost?

Basic AV is included in most DDR packages. Upgrades range from £200/day for dedicated Wi-Fi to £5,000/day for simultaneous translation setups. Budget 15–25% of total event cost for AV if running a complex hybrid event.

What internet speed do I need for a conference?

For a standard conference with basic internet use: 50Mbps shared is usually fine. For livestreaming: minimum 100Mbps dedicated uplink. For video calls with 50+ participants: 200Mbps+ dedicated. Always test before the event.

Do I need an AV technician at my conference?

For events with hybrid elements, multiple microphones, or complex switching: yes. A dedicated AV tech (£250–£600/day) prevents technical failures that can derail an entire conference.