Finding the right meeting production company can make or break your corporate event. Whether you're planning a large general session or managing multiple breakout rooms, the right audiovisual (AV) partner ensures smooth execution, from sound and lighting to live streaming and stage design. This guide highlights ten companies specializing in AV support for corporate meetings, conferences, and hybrid events.

Key Takeaways:

• Top Companies: Corporate Optics, Freeman, George P. Johnson, Jack Morton, BCD Meetings & Events, LiveTen Media Services, The Catalyst Companies, Event Horizon Productions, Summit Event Group, and Midwest Magic Events.
• Services Offered: AV production, live streaming, staging, lighting, content creation, and technical support.
• Decision Factors: Match your event size, format (live, hybrid, or virtual), and technical needs with the expertise of the company. Request detailed quotes and verify their reputation through client references.
• Pro Tip: Ensure your chosen partner has up-to-date equipment and contingency plans for technical issues.

Quick comparisons, tailored solutions, and a focus on reliability can transform your event into a success. Below, you’ll find details on each company and what they bring to the table.

How to Source an A/V Vendor for Your Next Event - Part #2: My Evaluation Process - Logan Clements

1. Corporate Optics

Corporate Optics is a one-stop shop for technical event production and audiovisual services. They handle everything from event planning and audiovisual design to scenic and lighting production, live streaming, and even post-event analytics - all aimed at creating standout corporate events.

The company was founded by Steven P. Simmons, whose expertise in production earned Corporate Optics an Emmy Award. They’ve also teamed up with prompts.ai, a cutting-edge artificial intelligence platform designed to streamline corporate meetings, events, and communications. This partnership underscores their commitment to blending technology with creativity for impactful results.

2. Freeman

Freeman has built a solid reputation as a corporate meeting producer, adept at managing both in-person gatherings and hybrid or virtual events. Their ability to adapt to various formats has made them a go-to partner for diverse event needs.

When it comes to technical expertise, Freeman offers a wide range of AV services, covering sound, lighting, video production, staging, rigging, and live streaming. They’ve showcased these capabilities in projects like enhancing audience engagement for Workday, shaping the future of fintech at Money 20/20, and creating immersive art installations through projection mapping for Visit San Antonio.

Beyond AV, Freeman provides support for content creation, speaker coordination, graphic design, and site management. This all-encompassing approach ensures that every aspect of a corporate event aligns seamlessly with the overall AV strategy. Their dedication to excellence has earned them over 100 awards in recent years - a testament to their impact in the industry.

Freeman’s standout strength lies in their ability to deliver compelling main stage productions while simultaneously managing logistics for multiple breakout rooms. This dual capability is particularly valuable for corporate meetings, where both a memorable keynote experience and well-organized breakout sessions are critical to success.

3. George P. Johnson

George P. Johnson (GPJ) specializes in crafting corporate events that seamlessly blend engineering, production, and creative design. This combination allows them to deliver events where every detail is thoughtfully integrated, from the technical setup to the artistic vision.

With a global presence and a track record of working with major brands, GPJ has proven its ability to handle even the most intricate corporate meetings. In 2025, they collaborated with notable companies like Acura, IBM, Nikon, Atlassian, Google, and VW, providing customized event solutions that captivate and engage audiences.

GPJ's approach is rooted in meticulous planning and execution. Their engineering and production teams handle everything - from the initial concept to the final delivery - ensuring that all aspects of the event align with the client’s goals. By focusing on building meaningful connections between brands and their audiences - whether they’re customers, employees, or partners - GPJ consistently delivers events that leave a lasting impact.

4. Jack Morton

Jack Morton specializes in providing audiovisual solutions for corporate events. While specific details about their services for general sessions, breakout sessions, and hybrid events aren't readily available, reaching out to them directly is the best way to understand their offerings and approach.

When service details are unclear, direct communication is key to getting the information you need.

5. BCD Meetings & Events

BCD Meetings & Events is a global agency specializing in live, virtual, and hybrid events. Their worldwide presence highlights their dedication to providing comprehensive services from start to finish.

Their approach is built on partnerships and long-term client relationships, supported by a global network and significant buying power. The company operates with core principles such as “feed the future,” “solve it together,” “act with purpose,” “do what’s right,” and “give your best”.

BCD Meetings & Events offers a wide range of services, including venue sourcing, project management, delegate and website management, budgeting, TOV reporting, supplier and travel management, and on-site support. These services ensure a strong foundation for audiovisual (AV) production, which is essential for successful corporate meetings.

While details about their AV services - like sound, lighting, video, staging, and streaming - aren’t publicly disclosed, you can contact them directly for tailored solutions.

As with any event production partner, it’s important to discuss your specific goals and event details to understand how their services align with your needs.

6. Live Events

LiveTen Media Services provides a comprehensive range of AV rental services, specializing in top-tier audio, video, and lighting setups for corporate events. Whether it's a large general session or a smaller breakout session, their team ensures every detail aligns to create a seamless experience.

Their offerings include complete packages that cover audio, video, lighting, and live streaming. These services are backed by a skilled team of professionals, including AV technicians, engineers, LED specialists, camera operators, and stagehands. For events requiring LED walls or displays, dedicated technicians are available to manage them efficiently.

For hybrid and virtual events, they offer customized streaming solutions. This includes platforms like Zoom, vMix, and OBS, along with remote technical support to handle any challenges. Their expertise guarantees smooth technical execution from start to finish.

Reach out to LiveTen Media Services to customize these AV solutions for your next event.

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7. The Catalyst Companies

The Catalyst Companies specialize in corporate event production, offering AV services for both general sessions and breakout sessions. While specific details about their services aren't widely available, reaching out to their team directly can provide more insight into their capabilities. Their inclusion here underscores the variety of partners you can consider for comprehensive AV support.

8. Event Horizon Productions

Event Horizon Productions stands out as a full-service AV production company, managing everything from initial concept to final execution. They specialize in crafting immersive experiences that elevate corporate events to a whole new level of engagement and creativity.

With their comprehensive approach, they turn ordinary gatherings into memorable events. Reach out to their team to discuss customized solutions tailored to your needs.

9. Summit Event Group

Summit Event Group stands out as a top-tier event management company, delivering a full spectrum of services. They specialize in event planning, design, audiovisual production, entertainment booking, and logistics management - all under one roof. By combining creativity and logistical expertise within a single team, they simplify the entire event production process. This approach meets the increasing need for seamless and unified event management in the industry.

10. Midwest Magic Events

Midwest Magic Events provides comprehensive event management services tailored for corporate meetings. Their expertise spans audiovisual production, event planning, venue selection, decor, entertainment, and onsite coordination - all designed to create a unified and polished experience.

What sets them apart is their dedication to crafting custom themes and immersive environments. By combining technical precision with creative design, they transform venues into unforgettable settings that leave a lasting impression.

Their approach emphasizes integrated planning, ensuring every detail - whether audiovisual or logistical - aligns seamlessly with the event’s vision. From the initial stages of planning to the final moments onsite, Midwest Magic Events ensures everything runs smoothly, delivering a flawless experience.

How To Choose A Meeting Production Partner For Your AV Needs

Finding the right AV production partner begins with a clear understanding of your event's unique requirements. Start by evaluating the format of your event - whether it’s live, virtual, or hybrid - along with the audience size and the level of technical complexity involved. For example, a partner skilled in managing breakout sessions might not have the resources or expertise to handle large general sessions with advanced streaming needs. With 67% of event organizers identifying technology as a significant challenge, selecting a partner with a strong technical background is crucial. Once you've outlined your technical needs, ensure they align with your budget.

Speaking of budgets, transparency is key. Request detailed written quotes and make sure you understand the pricing structure to avoid any surprises. It’s also worth asking about their access to equipment and vendor networks. Established companies often have connections that help secure better deals, stretching your budget further. For corporate events, ensure the partner offers a full range of services, including pre-production, production, and post-production.

While cost and technical capability are important, reputation and communication are equally vital. Don’t just rely on website testimonials - reach out to previous clients to confirm the partner’s reliability, responsiveness, and ability to overcome challenges.

If your company operates in a regulated industry like finance or pharmaceuticals, compliance expertise is non-negotiable. Some production partners specialize in creating engaging events that adhere to strict governance standards. Take the time to review their portfolio to confirm they have experience in your industry and with organizations similar in size. For instance, a partner focused on large enterprises might not be the best fit for a smaller business.

Finally, assess their technology and contingency planning. Make sure they use up-to-date AV technology, including interactive tools, remote platforms, and hybrid streaming solutions. Ask about their backup plans for equipment failures or unexpected technical issues - professional companies always have contingencies in place to ensure a seamless event. This final check ensures your partner can handle the unexpected while elevating every aspect of your event to meet the highest standards.

Conclusion

Selecting the right AV production partner for your corporate general sessions and breakout sessions can make all the difference in how effectively your message resonates with your audience. Advanced AV systems play a key role in capturing attention and boosting engagement, so this decision is a critical component of your event's success.

The ideal partner brings together seamless integration, state-of-the-art technology, and dependable support. Whether you're organizing a small breakout session or a large-scale general session with thousands of attendees, these companies are equipped to deliver flawless results.

"Hiring the right AV company can be a make-or-break decision for any event." - Expressive Structures

To ensure you're making the best choice, take the time to evaluate each company's experience with events similar to yours in size and focus. Ask about their technology offerings, contingency plans, and level of support. Always request detailed quotes in writing and reach out to previous clients to confirm their reliability and ability to deliver. Your ultimate decision should align with your specific goals, budget, and vision for the event.

While technology can often pose challenges, a thorough evaluation process will help you find a partner capable of enhancing every aspect of your event - from setup to teardown.

FAQs

What should I consider when selecting an AV production company for my event?

When selecting an AV production company, it’s important to consider their experience with events similar to yours. Look into the services they provide - whether it’s sound, lighting, video production, or stage design - and ensure they have the technical expertise to manage your event’s size and format, be it live, virtual, or hybrid.

Take time to review their portfolio and client testimonials to gauge their reliability and track record for delivering quality results. Additionally, see if they can offer customized solutions that align with your event’s unique needs and objectives. Don’t forget to confirm that they have the regional coverage necessary to support your event’s location without any hiccups.

What services do top meeting production companies provide for events?

Top meeting production companies offer a variety of audiovisual (AV) services designed to keep your event running without a hitch. These services often include sound systems, lighting setups, video production, stage design, and support for live streaming or hybrid events.

In addition to these essentials, they provide personalized solutions to align with the specific needs of your event. Their skilled teams manage everything from setup to execution and are ready to tackle any challenges that arise. Many also have backup plans in place to handle unexpected hiccups, ensuring everything runs smoothly for both in-person and online participants.

Why is it important to have a contingency plan for AV production during events?

When it comes to AV production, having a backup plan isn't just a nice-to-have - it's a must. Events are full of moving parts, and unexpected hiccups like equipment failures, power outages, or connectivity issues can throw things off course in an instant. A solid contingency plan helps you sidestep these disruptions and keeps your event running smoothly.

By anticipating potential technical challenges, you ensure your attendees enjoy a polished, uninterrupted experience. Plus, being prepared shows your dedication to delivering a seamless event, leaving a positive impression on everyone involved.

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