Presentation, panel response, and public comment audible in the room, on the stream, and in the recording. Comment stations and roving microphones managed live so speakers are never lost to the record.
AV support for meetings & institutional programs
Meeting AV.
Most rooms were not built for meetings. Boards, staff, memberships and public bodies convene where the room is available — not where the equipment is.
You book the room. We bring the microphones, screens, cameras and the stream, run it live, and hand back the recording. Nothing is installed. Nothing is left behind.
Meeting AV and AV support for boards, hearings, trainings, conferences and institutional programs. Below, the four ways we deploy it.
Meeting packages
Four systems. Each one contains the one before it.
Scaled to the room and the agenda. Every tier is delivered, built, operated, and struck by our crew.
01 / Audio
Meeting Audio
For a meeting where every voice has to carry — the dais, the podium, and the public — with nothing on screen and no one joining from elsewhere.
- —Push-to-talk conference microphones. A microphone position for every seat at the head table or dais, scalable as needed.
- —Room reinforcement. A PA designed for the room we are actually in, built for intelligibility from the front row to the back of a gymnasium.
- —Podium & public comment. Dedicated positions for presenters and public speakers, including roving and comment-station microphones.
- —Playback & press feed. Audio from presentations and video played into the room, plus a clean feed for recording, press, or a court reporter.
- —Dedicated audio technician. Setup, testing, live operation, and teardown — an operator on the board for the length of the meeting.
02 / Presentation
Meeting Presentation
For an agenda that turns on documents. Add it when the room has to see the exhibit under discussion, not just hear it described.
- +Everything in 01, plus
- —Audience display. Projection on a finished, skirted screen sized to the room, so the whole audience follows the exhibit under discussion.
- —Presenter confidence displays. Large-format displays on low-profile stands carrying slides, program, timer, or remote participants — presenters never turn their back on the room.
- —Presentation management. Agency decks, exhibits, maps, and video collected in advance and cued to the agenda, with an operator driving the switch.
- —Professional signal routing. Every source pre-tested and available on demand. No laptop swap at the podium in the middle of an item.
03 / Executive
Executive Meeting
For a body working from detail at the table — maps, alignments, plats, engineering drawings, budget tables — where a single screen at the front of the room is not enough.
- +Everything in 01–02, plus
- —Tabletop delegate displays. Fifteen-inch displays set along the table, roughly one for every two members, so detail is readable without leaving the seat.
- —Independent feeds. Presentation, program, speaker timer, remote participants, captions, or agenda information — routed to different display groups at once.
- —Clean deployment. Central signal and power distribution under the table, dressed cabling, and a table that still looks like a table.
04 / Complete
Complete Meeting Production
For a meeting with an audience beyond the room: remote participants, a public livestream, and a full recording delivered afterward.
- +Everything in 01–03, plus
- —Multi-camera production. Cameras covering the head table, the podium, and the room, switched live so remote viewers see who is speaking.
- —Hybrid integration. Microsoft Teams, Zoom, or Webex brought into the room and the program in both directions, with remote speakers and their presentations carried to the room displays.
- —Image magnification. Live camera and presentation routed to the room's screens, so a wide or deep room follows the proceeding as well as the stream does.
- —Livestream. Delivered to the platforms the agency uses — public channels, agency networks, or a custom destination — with titling and dedicated encoding.
- —Recording & delivery. Program recording, isolated camera and audio capture where required, and post-meeting file delivery.
Every tier scales with the room — six microphone positions or sixty. Tell us the body, the venue and the agenda and we will scope it.
Request a quote →What we deploy for
Meetings that happen where the people are.
Public hearings
Formal hearings held in rented venues along a corridor or in an affected community — presentation, verbal comment, and a clean record from a room with no installed AV.
Agency involvement meetings
Corridor, environmental, and infrastructure outreach meetings produced for agencies and the consulting firms running them, venue by venue.
Offsite board & commission meetings
Bodies meeting away from their chamber — a conference center, a college, a partner facility — with the same standard they get at home.
Executive sessions & retreats
Leadership and strategic planning sessions in hotel ballrooms and private rooms, where the exhibits have to be legible from every seat.
Town halls & community forums
Gymnasiums, cafeterias, and community centers — hard acoustics, wide seating, and a public that has to hear every word.
Summits & multi-day assemblies
Multi-session programs in convention space, with a meeting-grade audio and presentation build under the whole run.
Most venues are not meeting rooms.
A hotel ballroom has a house speaker in the ceiling and a podium. A gymnasium has a scoreboard. A community center has folding tables. None of that will carry a hearing, a board discussion, or a stream.
We build the room the meeting needs.
We survey the room ahead of the date, plan the build around what is actually there, and arrive with everything the meeting needs. No dependence on house AV, no in-house vendor markup, no surprises during load-in.
Advance site survey
Power, ceiling height, sightlines, acoustics, load-in path, and network reviewed before the build is finalized.
Self-contained power & cable
Distribution, dressed and matted cable runs, and a floor that stays safe for a public audience.
Acoustically difficult rooms
Gymnasiums, hotel meeting rooms, and hard-surface halls addressed with system design and placement, not volume.
One load-in, one crew
Everything arrives together. Setup, testing, meeting operation, and teardown by the people who built it.
Proof
This is not occasional work for us.
Meeting production is the schedule we run against every month, in rooms we know and in rooms we have never seen before.
130+Public meetings produced
20State agency public meetings and hearings, produced on the road
7Public bodies produced every month, on a standing schedule
40Delegate microphone positions in a single deployment
On the record
The part nobody notices until it is missing.
A hearing is a legal proceeding before it is a production. Everything below is standard on this work, not an upgrade.
Every voice captured
Complete archive, delivered
The full meeting recorded end to end and delivered afterward in a format ready for posting and retention, with isolated audio where the record requires it.
Bilingual & accessible
Interpretation channels and captioning routed to the room, the stream, and the archive — the standard expectation for public involvement on the border.
Continuity through failure
Recording runs on redundant local paths, so the record does not depend on the building's internet at all. Where the outbound stream needs a connection of its own, a bonded cellular uplink is available.
Hybrid participation
A remote audience, from a room with no infrastructure.
Remote participants join through the platform the agency already uses. Room audio goes out, remote audio comes back, and both directions are tested before the meeting opens rather than during it.
Hybrid participation runs on the venue's internet connection. We check what is actually available ahead of the date, so a room with thin wifi is a known quantity in planning rather than a surprise at load-in.
Teams, Zoom & Webex
Whichever platform the agency runs, connected into the room system directly, both directions, with clean audio in and out.
Remote speakers
A presenter joining from elsewhere seen and heard in the room, with their screen sharing routed to the displays and the stream.
The network, checked first
Two-way platform participation needs usable internet in the building. We test it in advance and tell you what it will carry. A bonded cellular uplink is available for the outbound broadcast.
Where we travel
We travel to the room.
Cameras, switching, conference audio, displays, transmission, and recording are owned in-house and travel with the crew. When a room calls for more than the standard system, we source the additional inventory and stay responsible for all of it — one vendor, one load-in, one crew, for a single hearing or a series of them in different cities in the same week.
Gymnasiums, hotel meeting rooms, event centers, community centers, and public libraries — rooms that were not built for a meeting and have no AV of their own.
We are based in Brownsville, work throughout the Rio Grande Valley, and go wherever the schedule puts the meeting. Travel is written into the quote as line items you can see, not added afterwards.
- W-9 and certificates of insurance on request, same day
- Registered vendor setup handled without chasing
- Quotes written to line items your procurement can approve
- One vendor and one invoice for a multi-venue series
For illustration only.
Next meeting
Tell us about the venue.
Where the meeting is being held, how many people sit at the front, and what has to exist after everyone goes home.