AV & Sound Equipment Estimator
Get a ballpark AV spec for your event — sound, screens, lighting and crew.
Your Event
Event type
Recommended Spec
PA system power (RMS)
A planning estimate only. Real specs depend on room acoustics, ceiling height, stage size and content. We own our rigs in-house — no sub-hire mark-ups.
Got your AV spec? Plan the rest.
Estimates are for planning purposes only. Contact B&W Productions for a full technical spec.
How to Spec AV for an Event
Audio-visual is the part of an event guests never notice — until it fails. A mic that cuts out during the CEO's speech or a PA that can't fill an outdoor space undoes months of planning. This estimator gives you a defensible starting spec for sound power, microphones, screens, lighting and crew, based on your audience size and event type, so you can brief suppliers with confidence.
PA Power Guide by Event Type
| Event Type | Watts / Person | Subwoofers? |
|---|---|---|
| Conference / seminar | ~5 W | No |
| Gala / awards dinner | ~8 W | Usually |
| Brand activation | ~10 W | Yes |
| Concert / live show | ~15 W+ | Yes |
Add ~50–60% power for outdoor / open-air events. Figures are RMS planning estimates.
Frequently Asked Questions
How many watts of PA do I need per person?
As a rough guide indoors, allow about 5 W per person for speech-focused conferences, 8–10 W for events with music, and 15 W+ per person for live concerts. Outdoor and open-air events need roughly 50–60% more power because there are no walls to contain the sound.
What size PA system for 200 people?
For a 200-guest indoor conference, a 1,000–1,200 W PA with two main speakers is usually enough. For a 200-guest party or activation with music, plan 2,000 W+ with subwoofers. Our estimator adjusts for your event type and indoor/outdoor setting.
Do I need subwoofers?
Subwoofers matter whenever music is central — activations, parties, gala dinners with a live band, and concerts. Pure speech events (seminars, AGMs) generally do not need them. The estimator only adds subs when your event type calls for them.
How many AV technicians does an event need?
A small conference can run with one operator. Add a second once you introduce live music/subs, a third for LED walls or complex lighting, and more for large-scale shows above 300 guests. Under-crewing is the most common cause of on-the-day technical failures.
Do you own your own AV equipment?
Yes. B&W Productions runs an in-house production department — sound, lighting, AV, LED and staging — out of a 2,000 m² warehouse. That means no third-party sub-hire mark-ups and one accountable team on the day.