Meetings & Conferences
Full-Service AV for Corporate Events, Conferences, and Hybrid Gatherings
If you’re hosting a company-wide meeting, planning a multi-day conference, or producing a high-profile gala event, X-Treme Audiovisual delivers the sound, visuals, and onsite support that make your event smooth, professional, and stress-free.
We’re your production partner. Our team works directly with your planners and presenters to handle every technical detail, so your message shines through with clarity and confidence.
AV Services for Every Type of Meeting or Conference
No two events are the same. That’s why we tailor our approach to your event’s size, audience, format, and goals. From boardroom discussions to ballroom ceremonies, we provide the right gear, guidance, and team always backed by years of experience and a reputation for making it easy on you.
Corporate Meeting Support
We specialize in AV for internal meetings, leadership retreats, and company updates. From audio systems and projectors to Zoom integration and onsite techs, we provide full support before, during, and after your event.
Award Ceremonies & Gala Events
Spotlights. Podium mics. Background music. Presentation screens. We bring the production quality your gala deserves with AV that feels polished, not overwhelming. We also support red carpet events, sponsor videos, and live camera feeds for the big moments.
Zoom & Teams Webinars and Livestreams
Remote speaker? Virtual audience? Hybrid format? We’ll integrate Zoom, Microsoft Teams, or livestreaming platforms into your onsite setup. From audio routing to screen sharing to camera angles, we ensure virtual participants feel as present as those in the room.
Pharmaceutical Dinners & Events
Pharma events demand precision and discretion. We provide AV for continuing education dinners, keynote presentations, and regional meetings always with attention to timing, compliance, and clean, professional delivery.
General Sessions & Breakout Rooms
Hosting a conference with multiple rooms? We manage sound, visuals, and presenter transitions across general sessions, panels, and breakouts, all coordinated from one central team. Your attendees will experience seamless transitions, consistent quality, and zero downtime.
What We Provide
Our meetings and conference packages are scalable whether you’re planning a single-room setup or a 10-room conference.
Why X-Treme Audiovisual?
You work directly with us, no middlemen, no lost communication
We listen first and tailor the setup to your venue and event flow
We show up early and stay onsite the entire time
We know local venues and how to work around their quirks
We adapt quickly because events never go exactly as planned
Our techs stay through the entire event, actively managing your sound, visuals, transitions, and presentations, and pivoting if something changes day-of. That’s why clients call us again and again.
Our Process: Step-by-Step
1)
Discovery
We start by understanding your event, your format, your venue, your speakers, and your priorities. We’ll ask the right questions and make suggestions based on experience.
2)
Site Planning
3)
Equipment Prep
We choose high-quality AV gear customized to your event space and test everything before it leaves our warehouse. We bring backups for key components and all the accessories you may need.
4)
Setup & Rehearsal
Our team arrives early to load in, set up, and test all systems. We support rehearsals, presenter walk-throughs, and tech checks well before guests arrive.
5)
Live Event Management
We stay onsite to manage all AV elements live , from microphone levels to slide cues to livestream switching. We coordinate with your internal team, vendors, and venue staff so you don’t have to.
6)
Post-Event Wrap
Once the event ends, we tear down quickly and efficiently. Need to transition into an evening awards show or a follow-up meeting the next morning? We’ll plan around your schedule.
Events We Commonly Support
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Annual meetings & town halls
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Medical education dinners
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Regional & national conferences
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Nonprofit summits
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Executive retreats
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Gala fundraisers
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Award ceremonies
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Hybrid meetings & livestreams
Not sure if we support your type of event? Just ask. If people need to hear and see something clearly, we’re the right team.
Frequently Asked Questions
How do you handle multiple breakout rooms?
Do you provide help with virtual presenters?
Can you set up AV in restaurants or hotels without built-in gear?
Can you support day-to-night transitions, like meetings that turn into awards events?
Do you handle recording or video playback?
Let’s Plan Your Next Event
From one-day meetings to weeklong conferences, X-Treme Audiovisual brings the experience, equipment, and team you need to get it done right.
Let’s take the stress out of AV and give your audience the experience they deserve. Contact us today.