InterContinental Miami
2026 renovation status, Grand Ballroom and house-service coordination.
Open guide →
HOTEL BALLROOMS · GENERAL SESSIONS · BREAKOUT ROOMS
Hotel AV production for meetings and events.
GLMedia plans, supplies and operates AV systems for meetings, conferences and galas at hotels in Miami, Fort Lauderdale and South Florida. Hire a screen and presentation system, add sound and lighting, or ask us to coordinate the technical production.
For meetings, incentive programs, conferences and exhibitions (MICE), we plan the LED, playback, cameras, audio, lighting, staging and technical crew around the agenda and the rooms in use.
We coordinate with the hotel and its in-house provider whenever venue authorization or exclusive services are required.
MIAMI HOTEL PLANNING GUIDES
Start with the hotel, room and current operating rules
These independent planning pages use current venue-published facts and explain the technical questions to confirm. They do not imply affiliation, preferred-provider status or completed GLMedia work.
JW Marriott Marquis Miami
Metropolitan Ballroom, large LED and breakout-room planning.
Open guide →Hilton Miami Downtown
Symphony general session, multi-room signals and daylight boardrooms.
Open guide →Four Seasons Hotel Miami
Brickell ballrooms, natural light and outdoor terrace contingencies.
Open guide →Miami Marriott Biscayne Bay
Grand Ballroom, breakout rooms and fifth-floor rooftop production.
Open guide →Eden Roc Miami Beach
Historic ballrooms, gardens, terraces and beach-event conditions.
Open guide →Fontainebleau Miami Beach
Independent technical planning subject to venue authorization.
Open guide →Loews Miami Beach Hotel
Outside-provider planning coordinated with published in-house AV.
Open guide →TECHNICAL DETAILS
Answers for planners, producers and technical teams
Technical questions
Before quoting, we review the venue, viewing distance, content, support design, access, crew, power, rigging and schedule. Your proposal confirms equipment availability for the event date, any required engineering, included services and each provider’s responsibilities. You can rent equipment only, add delivery and operators, or request coordinated AV production.
Can GLMedia work in hotels with an in-house AV provider?
Yes, when the hotel and client authorize an outside AV company. We review the event agreement with the hotel team, identify exclusive services such as rigging, power, internet or labor, and confirm who supplies each part. Any supervision, patching or facility fees are identified in the proposal. GLMedia is an independent provider unless a separate written agreement says otherwise.
What should we confirm for a hotel ballroom AV setup?
Start with the seating plan, stage position, audience size and event schedule. We then check screen sightlines, audio coverage, presenter and camera positions, ceiling height, floor loads, power and cable routes. Loading access, door dimensions, rigging points, emergency exits, fire lanes and setup or strike windows can change the equipment and crew needed. Rehearsals, meals and room changes also have to fit the hotel’s schedule.
When does a corporate event need a complete AV production scope?
A coordinated AV package is useful when presentations, live cameras, sound, lighting and stage cues must follow the same program. GLMedia can provide those systems with confidence monitors, timers, intercom, recording, streaming and technical direction as needed. A smaller meeting may need only a screen, microphones and an operator. We list the equipment, crew and hours included in your quote.
Can GLMedia install a 32.8 x 16.4 ft (10 x 5 m) LED wall in a hotel or convention venue?
A 32.8 × 16.4 ft (10 × 5 m) LED wall needs a plan for the specific room before the installation can be confirmed. We review whether it can be suspended from approved points or use a ground-support system, considering ceiling height, floor capacity, exits, access, power and setup time. For a suspended system, the venue must confirm who may supply the lifting equipment and perform the rigging. Equipment documentation, required inspections and the qualifications required of the rigging crew must be checked for the project. Ground support still needs its own load and space review, including the area behind the screen. Screen size alone does not establish that either method is suitable.
Can GLMedia bring a large LED support system into a hotel without a freight elevator or forklift?
In many cases, yes, after an access survey. Modular Unilumin ground-support components and 6x6 aluminum ModTruss break into shorter pieces that can be easier to move through service corridors and elevators than 10 ft aluminum truss sections. Where door dimensions, elevator depth and rated capacity allow, the system may enter through a standard service elevator and avoid a forklift or material lift. That can reduce handling, vendor coordination and load-in time. GLMedia verifies the loading dock, every doorway, hallway turns, elevator capacity, floor protection, ballroom access and approved work hours before confirming the logistics plan.
Does GLMedia support MICE events in South Florida?
Yes. GLMedia provides audiovisual technical production for meetings, incentive programs, conferences and exhibitions in hotels, convention centers and event venues across Miami, Fort Lauderdale and South Florida. The contracted scope can combine LED video, playback, cameras, audio, lighting, staging, power distribution, technical crews and coordination with venue requirements.
What can GLMedia coordinate for general sessions and breakouts?
For a general session, GLMedia can coordinate the main LED canvas, side displays, playback, cameras, program switching, audio, lighting, stage, confidence monitors, presenter timer, intercom, recording and streaming. Breakouts can add displays or projection, small audio systems, microphones, laptops, remote presenters and room technicians. Quantities depend on the agenda and simultaneous rooms. Additional quantities can be incorporated while GLMedia manages the contracted technical scope.
Is audiovisual equipment included in my hotel event package?
That depends on your agreement with the hotel and its AV provider. Ask them to itemize the equipment, operator hours, internet, power and any outside-vendor charges included in the package. GLMedia can review that list and quote additional equipment or an authorized outside AV package. Our proposal covers GLMedia’s services; it does not change what the hotel has agreed to supply.
READY TO PLAN?
Send the date, venue and equipment requirements.
On a real project
InsightsEDU 2026 · Fort Lauderdale Beach
See the work →Practical questions before you book
Can I use an outside AV company at my hotel?
Ask the hotel's event contact before booking equipment. Some contracts allow outside equipment but reserve rigging, power, internet or labor for a designated provider. Request those rules and any supervision or connection charges in writing. GLMedia can coordinate its technical work with the hotel when authorized; a previous project there does not guarantee approval for a new event.
Who arranges badges and access for the technical crew?
The organizer or venue confirms the registration process and submission deadline. We coordinate the crew information required for our work, while approval remains with the responsible event or security team. Confirm the service entrance, check-in location, permitted hours and unloading authorization. Guest tickets and event admission are separate from technical crew credentials.
What insurance information should I request from the hotel?
Ask for the hotel's vendor requirements, the exact certificate-holder details and any additional-insured wording it requires. Send them with the event dates and address. We review the requested documentation with the responsible parties before delivery. A standard certificate is not a promise that every requested endorsement or coverage limit is already included; approval and timing need confirmation.
What measurements do you need for a service elevator?
Send the clear width and height of the door, the cabin width, depth and height, and the rated load shown by the venue. We compare those measurements with the largest loaded case and the support components in their transport configuration, not just a single LED panel. The route matters too: loading-dock access, corridor turns, ramps, thresholds and the ballroom door can be the limiting point. Photos or a plan help identify where a site visit is needed. Confirm the elevator booking, permitted use and floor-protection requirements with the hotel. Screen dimensions alone do not tell us whether the equipment will fit.
Where do empty cases stay during the event?
Ask the hotel for an approved storage area before load-in. We need room for empty cases and carts, while spare equipment may need to remain accessible to the technicians during the show. Confirm where each can stay, who can enter the area and when it must be cleared. A corridor, loading dock or emergency exit is not an assumed storage space. If no suitable space is available, the delivery and collection plan may need an extra trip. Any storage charge or additional transport should be identified in the proposal before the event.
Can the room be changed from a meeting to a dinner on the same day?
It can be possible, but we need both layouts and the actual time available with the room clear. Tell us what changes between the meeting and dinner: seating, stage, screens, microphones or lighting. We identify what can remain in place and what must be moved, reconnected and tested. AV, catering and furniture crews need a sequence that lets each team work. Moving a monitor is different from rebuilding a stage or LED wall, so a short agenda break is not enough information to confirm the changeover. Include a final check before guests return; it should not be left for the first speech of the dinner.
Can you load in overnight or outside normal venue hours?
We can review an overnight or early-morning load-in once the hotel confirms the access window. Ask whether the dock, service elevator, security and any required house technicians will be available for that whole period. An open ballroom does not necessarily mean the rest of the route is available. Send the planned delivery, setup, testing and rehearsal times, together with the event and removal schedule. We check crew availability and whether separate shifts or calls are needed. Special schedules and venue services may change the price, so these details should be settled before the quote is accepted.
Can the presenter see notes or the next slide without showing them to the audience?
Yes, with a separate presenter feed and a computer setup that supports it. A confidence monitor can show the current slide, presenter view, a timer or a remote guest; those are different requests, so tell us which one the speaker needs. Duplicating the audience feed will only repeat what is already on the main screen. Presenter view also depends on the presentation software and available computer outputs. We check the actual laptop, screen assignment, cue device and monitor position during rehearsal. If several speakers bring their own computers, include those changes in the plan so private notes do not become the next source on the audience screen.