Event & AV
Conference Setups
Complete conference setups: stage, screens, branding, registration counters and seating layouts.
What's included
Our conference setups service
Complete conference setups: stage, screens, branding, registration counters and seating layouts. What you receive is equipment, operators and content delivered to a schedule and struck the same night. We test as a system, not as a parts list, and we carry redundancy on the single points of failure.
Conference Setups sits in our event & AV practice, alongside event stage fabrication, AV & LED wall support, exhibition lighting. Most projects combine two or three of those, which is why we quote them as one scope with one project manager rather than as separate vendors.
- Stage and podium
- Registration desks
- Hall branding
- AV and recording
Price guide: Quoted per event.
How conference setups works
01
Technical recce and plan
First the constraints — power, rigging, sightlines, noise limits, curfew — then the design. Over-specified kit is the most common line of waste on an AV quote.
02
Equipment and content preparation
Everything is assembled and run as a complete system in our prep bay — screens, fixtures, audio, servers and the actual content — so the venue is not where the setup gets debugged.
03
Install and programming
On site we rig, cable, focus and program, then rehearse with whoever is actually presenting or demonstrating — because cues only work when the person triggering them has run them.
04
Show operation and strike
A technician stays with the setup through show hours, and the whole rig is struck and cleared inside the organiser's dismantle window.
A technician owns the setup from install to strike, so there is one person accountable rather than a handover chain.
Who this is for
This is for shows with a cue sheet. If a reveal, a demo loop or a presentation has to happen on time and look deliberate, the technical scope needs owning properly.
What conference setups costs
Quoted per event. Beyond that headline, the variables that actually move a conference setups quote are screen or projection surface area and resolution, number of fixtures, projectors or drones, show length and number of repeats per day and rigging, trussing and power distribution. Itemise the quote against those lines and the difference between two vendors stops being a mystery.
Cost drivers
- screen or projection surface area and resolution
- number of fixtures, projectors or drones
- show length and number of repeats per day
- rigging, trussing and power distribution
- content production and programming time
- number of operators and show days
- transport and standby equipment
Stall sizes and lead times
The space plan below uses the same formula as our stall planner, so the numbers on this page and the numbers the tool gives you agree. Storage takes 10% of the area up to 18 sq.m and 15% above it, a meeting corner takes 5% unless you are hosting meetings, and the remainder is display.
Space, staffing and lead time by stall size
| Stall size | Footprint | Likely layout | Display | Staff | Visitors at once | Build weeks |
|---|---|---|---|---|---|---|
| 9 sq.m | 3 × 3 m | Inline or corner | 7.6 sq.m | 2 | 3 | 3 |
| 18 sq.m | 3 × 6 m | Inline or corner | 15.3 sq.m | 2 | 6 | 3 |
| 36 sq.m | 6 × 6 m | Corner or three-side open | 28.8 sq.m | 4 | 11 | 4 |
| 54 sq.m | 6 × 9 m | Corner or three-side open | 43.2 sq.m | 6 | 17 | 5 |
| 72 sq.m | 6 × 12 m | Three-side open or island | 57.6 sq.m | 8 | 23 | 5 |
| 100 sq.m | 10 × 10 m | Three-side open or island | 80 sq.m | 12 | 32 | 5 |
Materials and equipment
Most of what we build uses indoor and outdoor LED panels, laser projectors and media servers and moving heads, profiles and LED wash fixtures, with line-array and point-source audio, truss, motors and ground support and wireless microphones and comms added as the design needs. We specify for reuse wherever you exhibit more than once a year, because the second show is where a good material choice pays for itself.
What we work in
- indoor and outdoor LED panels
- laser projectors and media servers
- moving heads, profiles and LED wash fixtures
- line-array and point-source audio
- truss, motors and ground support
- wireless microphones and comms
What we need from you
Send these and we come back with a concept and an itemised conference setups quote — usually within 24 to 48 hours of a clear brief.
- venue, hall or stand plan with power and rigging details
- show dates and running times
- content, video or presentation files
- audience size and seating arrangement
- any organiser limits on sound level, rigging or curfew
01
Brief
Share stall size, expo and goals. We call within 2 hours.
02
3D Design
Photoreal concepts in 48 hours, revised until perfect.
03
Fabrication
Built and pre-assembled in our own workshops.
04
Install & Show
On-site crew builds, hands over and dismantles.
FAQ
Common questions
What does conference setups cost?+
Quoted per event. The variables that move the figure are screen or projection surface area and resolution, number of fixtures, projectors or drones, show length and number of repeats per day and rigging, trussing and power distribution.
Do you offer conference setups outside the metros?+
Yes. We cover 119 cities including every Tier 1 metro and more than a hundred Tier 2 exhibition cities, with crews working to the local organiser's schedule.
Is 3D design included?+
Yes, free with every confirmed fabrication order and revised until you approve it. Design-only projects are quoted per stall.
What exactly do I get with conference setups?+
Equipment, operators and content delivered to a schedule and struck the same night. Stage and podium, Registration desks, Hall branding are all part of the scope.
How do revisions work?+
Design revisions are free until you approve the concept. Once fabrication has started, changes are quoted against material already cut, which is why we hold sign-off until the plan is genuinely settled.
What is the lead time for conference setups?+
Four to six weeks from approved design for a standard custom build, eight weeks or more for a double-decker, pavilion or multi-city programme, and seven to ten days for urgent shows with a simplified design.
Do you work with agencies and co-exhibitors?+
Yes. We work directly with brands, with event and creative agencies on white-label scopes, and with pavilion organisers coordinating multiple co-exhibitors under one structure.
Can you handle organiser approvals?+
Yes. Stall drawings, electrical load details and structural documents are prepared and submitted as the organiser requires, and designs are checked against height, rigging and fire rules first.
Conference Setups in Tier 1 cities
Conference Setups in Tier 2 cities
Other event & AV services
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Related guides
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