How AV and event technology are transforming delegate experiences in regional Victoria.
When planning a business event, most organisers instinctively start by choosing the venue. But in today’s events landscape — especially in regional Victoria — that’s not always the smartest first step. Increasingly, event planners are learning that your AV partner can be just as important as your venue, and that engaging them early can save time, money, and deliver a far more impactful delegate experience.
From immersive lighting to hybrid streaming and intelligent audio solutions, AV and event technology are redefining what’s possible for regional conferences and events — and early collaboration is key to making it work.
AV First: Smarter Planning, Better Outcomes
According to Conference Audio Visual, one of Victoria’s leading event technology providers and a Business Events Victoria partner, the benefits of early AV engagement are undeniable — especially in regional locations.
“Engaging your AV partner before signing a venue contract is crucial, as it can save significant money and prevent unnecessary complications,” explains Trevor Wyhoon General Manager at Conference Audio Visual
“We recently saved a client over $3,000 in AV expenses by negotiating with the venue before the contract was signed. That early collaboration allowed us to combine our own equipment with the venue’s, avoiding inflated charges like lift access fees or unnecessary technician surcharges.”
AV providers can advise on room acoustics, staging logistics, power access, and technical limitations before you’re locked into a space. This not only ensures your event is technically achievable, but that it’s also financially efficient and creatively elevated.
What Happens When AV Comes Last?
Waiting until after the venue is booked can create limitations. Many regional venues have exclusive or preferred AV providers, and organisers who skip the early AV conversation can find themselves navigating restrictive contracts or unexpected fees.
“Some venues are flexible, others aren’t. But with the right approach, we’re able to negotiate better terms and avoid surprises. We advocate on behalf of our clients — early engagement is everything.”
Universities Leading the Way with Smart Event Tech
It’s not just AV providers stepping up — some of Victoria’s leading regional university campuses are setting a high bar for tech-enabled events.
- Deakin’s Geelong campuses offer advanced hybrid-ready auditoriums, professional-grade AV systems, and dedicated tech support teams.
- Venues like the Costa Hall and conference spaces within the Waterfront Campus are equipped for large-scale presentations, multi-camera live streaming, and interactive delegate tools.
- Organisers can tap into built-in digital signage, lecture capture, and integrated streaming infrastructure to reach audiences beyond the room.
Federation University’s SMB campus in Ballarat offers two standout venues designed for modern business events:
Co-operative Centre for Excellence (Co-op)
- Flexible rooms with advanced AV and hybrid meeting tech
- Features include hotdesks, meeting rooms, recording pods, and collaboration spaces
- Designed for both in-person and remote participation
Emerging Technologies Hub (ETH)
- High-tech event space with a 280-inch screen, smart lectern, and interactive touchscreen table
- Ideal for innovation workshops, presentations, and design-led sessions
These unique facilities offer immersive experiences and seamless tech integration, ideal for event organisers looking to impress delegates without leaving regional Victoria.
“When clients involve us before selecting a venue, we can match them with spaces that suit their creative vision and tech requirements,” Trevor Wyhoon explains.
Tech-Enhanced Delegate Experiences
Whether it’s immersive lighting, dynamic soundscapes, or digital interaction tools, delegate expectations have evolved — and AV plays a central role.
“Budget pressure has led some organisers to cut corners with basic in-house systems,” says Trevor.
“But things like poor audio quality or flat lighting leave a lasting impression. We tailor our setups to the event, not the other way around — that’s why early planning matters.”
Today’s delegates expect events to be seamless and engaging. Good AV makes sure they can see, hear, and interact — not just sit and watch.
BEV Venues Supported by Conference Audio Visual
As a Business Events Victoria preferred supplier, Conference Audio Visual has worked with a wide range of BEV members including:
- Point Leo Estate
- Mornington Racecourse
- Peppers Moonah Links
- Green Olive at Red Hill
- Lancemore
- Rochford Wines
Their flexible, regionally mobile approach means they can adapt to any space, helping organisers enhance even the most unconventional venues with high-impact production.
Final Word: Don’t Let AV Be an Afterthought
In regional Victoria, where every venue is unique and technology access varies, your AV partner should be involved as early as possible. They’ll help you:
- Choose the right venue for your tech needs
- Avoid unnecessary costs
- Maximise your event vision
- Deliver a smooth and professional experience for every delegate
“Get in early. A good AV partner should feel like part of your team, not just a supplier,” says Trevor.
“The most common pitfalls — hidden fees, tech limitations, poor outcomes — all happen when AV comes in too late.”
If you’d like to learn more or discuss your upcoming AV needs, feel free to reach out to Trevor Wyhoon at trevor@conferenceaudiovisual.com.au or call 1300 214 733 to speak with Trevor directly.
Ready to Plan a Smarter Regional Event?
Business Events Victoria connects you with event-ready venues and trusted AV experts like Conference Audio Visual, Federation University Ballarat, Deakin University Geelong and more — so you can deliver delegate experiences that are memorable for all the right reasons.
