Planning the AV setup for a major corporate event doesn’t start when the gear rolls in—it starts with the room itself. And when you’re dealing with large-scale venues, that room’s shape and size can make or break the experience.
From sound quality to screen visibility and how the audience engages, the layout of your space plays a huge role. Let’s break down why it matters—and what to keep in mind before you commit to a venue.
Big Rooms = Big Audio Challenges
First up: sound. A cavernous expo hall doesn’t behave the same way as a traditional ballroom or auditorium. Sound waves travel differently in wide-open spaces with high ceilings, hard surfaces, or unconventional layouts. They bounce, echo, and sometimes vanish into the void.
In a massive room, you’ll likely need:
- Distributed speakers to make sure everyone—from the front row to the back—can hear clearly.
- Delay speakers synced with the main system to keep the sound tight and in time.
- Acoustic adjustments to tame echo and improve clarity, especially if the venue has lots of reflective surfaces.
And let’s not forget speaker placement. With thousands of square feet to cover, you can’t just drop speakers in a corner and call it a day. Strategic positioning helps avoid dead spots, feedback, and sound fatigue.
Sightlines in Big Spaces Aren’t Always Straightforward
In large corporate venues, visuals are just as critical—and just as tricky. A single center-stage screen won’t cut it if people are spread across a giant hall, seated around columns, or split between multiple levels.
Here’s what helps:
- Multiple screens or LED walls to ensure everyone gets a clear view, no matter where they’re sitting.
- Image magnification (IMAG) to zoom in on speakers for audiences seated far from the stage.
- Thoughtful screen placement to maintain clean sightlines without making the space feel cluttered or blocked.
Low ceilings, overhead lighting rigs, or oddly placed balconies? Those all affect how you hang screens and lights. Planning for this ahead of time keeps things clean, visible, and impactful.
Large Doesn’t Always Mean Easy
A big venue might look impressive, but if the crowd doesn’t match the scale, it can feel empty or disconnected. That’s why lighting, audio zones, and screen layouts need to be dialed in just right to create intimacy and energy—no matter the headcount.
At the same time, tight clusters of seating in a large space can make things feel cramped if you don’t adjust your tech accordingly. A booming mic in a tightly packed section? Not ideal. Lighting that’s too harsh or uneven? Also a no-go.
Fit the Plan to the Room (Not the Other Way Around)
Once you know the room layout, your AV team can make everything else fall into place: cable runs, backstage setups, crew flow, power distribution, camera placement, and even where to position the control booth for the best view of the action.
With the right planning, even a sprawling, oddly shaped venue can feel perfectly tailored to your event.
Account for Sightlines and Seating Layout
Even the most advanced AV setup can fall flat if your guests can’t see or hear properly. That’s where room layout really matters. Think about where the screens will go, how the stage is positioned, and how the seating is arranged. If people are craning their necks or have obstructed views, they’ll lose focus quickly.
Working closely with your AV team early on helps avoid these problems. They can walk the space, spot potential issues, and suggest better placements for gear like cameras, speakers, or projection screens.
Need Help With a Big Venue? We’ve Got You.
At Crescent Events, we’ve tackled everything from convention centers to multi-stage arenas and everything in between. Weird shapes, massive spaces, and challenging layouts are kind of our thing—and we know how to make AV work beautifully in any setting.
Let’s chat about your space and how to bring it to life with the right tech, team, and planning.
