San Francisco & the Bay Area
Westwave AV provides boutique audiovisual support for annual general meetings, LP meetings and investor days in San Francisco and the Bay Area. A small, experienced crew works closely with your team, from setup through last-minute program changes.
Plan your AGMSee recent AGM work
Pictured: a corporate panel with presentation screens.
Intimate rooms. High-stakes meetings.
An investor meeting may need a compact setup in an office or private meeting room. The people running it still need to know the equipment, follow the discussion and react quickly when a speaker changes the plan.
Westwave AV keeps the crew focused on the work your meeting needs. You get hands-on technical support, with clear responsibilities for sound, screens and speaker changes.
Between a partner update and a panel, someone has to get microphones to the next speakers while the slides change. A founder bringing a demo laptop adds another handoff to rehearse.
Start with the agenda and the largest group on stage. Check who speaks next, which computer feeds the screens and how audience questions reach the audio engineer. Those answers determine the microphone count and who needs to be on the crew.
For Gradient’s AGM, planning included handheld microphone rotation across presentations and panels, with time set aside to rehearse the transitions.
At the lectern, on the panel, in the audience
A speaker reading prepared remarks needs a different setup from a panel taking audience questions. Work through each format before deciding on equipment.
Plan enough microphone channels for the largest panel, then decide how the next group gets ready. Handhelds can rotate between speakers. Lavalier microphones need fitting time and someone to manage the changeover.
A compact crew still needs to cover simultaneous jobs. Assign microphone changes and audience questions so the audio engineer can stay at the console.
A confidence monitor can show presenter notes and the next slide while the audience sees the presentation. Confirm how the deck is built and test the views before rehearsal.
If a speaker needs a scrolling script, ask for a teleprompter and operator in the quote.
Identify which speakers use the main presentation computer and who needs a separate machine. Test those inputs and agree on the cue to switch away from the deck and back.
If you need backup playback, specify which slides or videos must be available if the main computer fails.
Your team may already have someone calling the show. If so, agree on how that person cues the audio and video crew. If you need a dedicated producer, include the role in the proposal.
If you remove the producer from the quote, agree on who takes over the cues and speaker coordination.
Recent AGM work
Westwave AV has supported AGMs in a San Francisco office and at the SVB Experience Center.
Gradient · October 2026
Westwave AV supported Gradient’s AGM in its San Francisco office. Planning covered the room layout, presentations and panels, with a separate setup day ahead of the program.
The preparation included reviewing floorplans, coordinating use of the client’s displays and deciding how speakers would move between formats.
San Francisco office
Rackhouse · October 2026
Westwave AV supported Rackhouse’s AGM at the SVB Experience Center in San Francisco, also known as the First Citizens Innovation Center.
SVB Experience Center, San Francisco
Office, meeting room or event venue
Existing TVs and speakers are a starting point. Before building around them, confirm their inputs, placement and the signal path from the production position. Check that the last row can read the slides and the technical team can see the stage.
An office also needs room for lighting stands, cabling and a working technical table. Guest walkways and the reception layout affect those positions.
A separate setup day gives the team time to build and test before speakers arrive. If access is limited to the morning of the event, the schedule needs to allow for load-in, checks and rehearsal. Ask for setup and rehearsal time to be itemized so you can see what a shorter access window leaves out.
See the interactive room-planning walkthrough
Before relying on house systems, review outside versus in-house AV responsibilities and the San Francisco venue-planning questions.
Before the proposal
You can start with the venue, date and a draft agenda. The questions below cover what else affects the quote.
Yes, where it fits the program. Share the equipment details and room layout so we can check the displays, audio, connections and operator needs. The proposal should identify what is being reused and what needs to be supplied.
That depends on who needs to attend or review it afterward. An in-person meeting can be scoped without either. If remote participation or a recording is required, agree on the audience, access arrangements and approved recipients before production. See hybrid event AV support.
The aim is a small, skilled crew sized to the meeting. Look at what needs to happen at the same time: if the audio engineer is mixing a panel, someone else needs to handle the next speaker’s microphone. The proposal should name who handles playback, microphone changes and show cues, including any jobs your team takes on.
Send the date, venue and expected guest count, plus the draft agenda and largest panel. Include any existing AV inventory, the load-in and rehearsal windows, and whether you need remote participation or recording. A floorplan or room photos help when the meeting is in an office.
This service covers the audiovisual production. Formal voting, proxy management and governance procedures should be arranged with your legal team or meeting administrator. Tell us how those activities fit into the agenda so the production can be coordinated around them.
Start with your agenda
Include your event date and expected guest count. Westwave AV will review the room and agenda with you, then quote the equipment, crew and time needed.