Planning a corporate or branded event is a big financial investment, but it can yield massive returns if you have the right strategy. You need to design an unforgettable and immersive experience if you want to make an impact. But you also need to manage your budget carefully, and one of the most critical elements of any event budget is audio-visual (AV) equipment and technical support.
So how much does event AV really cost? How can you optimize your spending to get the biggest bang for your buck? In this comprehensive guide, we’re breaking down the true cost of AV—including an itemized list of common expenses—and giving you some proven tips to make the most of your budget.
Event AV is all about the technology and support services you need to deliver high-quality sound, visuals, and interactive media during a major show or corporate event. It’s the foundation of how you deliver information to your audience and invite them to engage with your content—whether it’s live, online, or in a hybrid context.
Core components of AV solutions for large-scale events include:
AV for events is about more than just tech.
Imagine yourself as a painter; how you design and use AV at your event is like your paintbrush. It’s how you tell your story. It’s how you connect with your audience.
Let’s take a look at the three key components of AV, which will make up the majority of your event production budget.
This is the most noticeable element of AV pricing—it’s what your audience will see and feel most clearly. It includes everything from basic gear to high-end production equipment, depending on your needs and objectives.
Common equipment costs may include:
You can rent the highest-quality, most advanced AV equipment on the market. But if you don’t have skilled technicians operating it, your results will still fall flat. Labor costs vary depending on the size of the team, their expertise, and the length of your event.
Here are some AV event labor costs to consider:
Keep in mind that AV labor costs also include setup and teardown times, so you may need to budget beyond the duration of your event.
Extra fees and logistics costs can surprise you if you don’t plan ahead. But designing, transporting, and testing AV setups are crucial processes when you’re planning a big event.
Examples of service fees and costs to prepare for include:
There are many variables that affect AV prices. To get a clear understanding of your budget and what to expect, consider the following factors.
The actual length of your event can have a big impact on price primarily due to labor demands. A multi-day conference with all-day AV requirements is going to cost more than a one-day fundraiser.
The logistics of the event venue can also impact price. For example, a large expo center with hundreds (or even thousands) of attendees will require more speakers, larger screens, and additional lighting.
The layout also matters. There’s also a big difference between a large ballroom and a sprawling multi-stage conference hall. The number of rooms and stages determines how many AV systems need to be installed and managed.
Events held at remote or otherwise difficult-to-access venues typically come with higher transportation costs, which can increase the price of services.
Some AV companies simply show up and install a few screens, while others offer full-service event production and design. The scope of services you need can have a big impact on how much you pay.
Complex setups and high-end equipment is more expansive than a simple screen and speaker combo. Equipment with ultra-specific compatibility requirements or high-tech special effects is almost certainly going to cost more.
Is your event live? Or are you hosting a virtual or hybrid event? Generally speaking, virtual events with fully remote attendees and speakers will be less expensive to set up, while live and hybrid events require more extensive staging and tech to produce a dynamic audience experience.
Custom branding, unique recorded content, and highly specialized setups require additional planning and resources on the part of the AV company, which tends to increase the total price.
There’s a significant difference between in-house vs. third party AV companies when it comes to price. But it might not be in the way you think.
While in-house AV may appear more affordable at first glance, it often comes with substantial hidden fees and markups that drive up the cost. In many cases, choosing a trusted independent company with transparent pricing is more cost-effective.
Creating a budget and sticking to it can be tricky, but it’s an important skill to have when hosting large-scale events. If you’re looking for effective ways to save money on your event AV while still getting all the services you need, here are a few helpful tips:
When it comes to event production, you should never settle for generic service or unclear pricing. At Catalyst Companies, we know how important your ROI is when it comes to event planning. We’re here to help you leave your audience in awe and stick to your budget and timeline.
Get in touch with us to book a complementary consultation and get a custom quote!
Planning a corporate or branded event is a big financial investment, but it can yield massive returns if you have the right strategy. You need to design an unforgettable and immersive experience if you want to make an impact. But you also need to manage your budget carefully, and one of the most critical elements of any event budget is audio-visual (AV) equipment and technical support.
So how much does event AV really cost? How can you optimize your spending to get the biggest bang for your buck? In this comprehensive guide, we’re breaking down the true cost of AV—including an itemized list of common expenses—and giving you some proven tips to make the most of your budget.
Event AV is all about the technology and support services you need to deliver high-quality sound, visuals, and interactive media during a major show or corporate event. It’s the foundation of how you deliver information to your audience and invite them to engage with your content—whether it’s live, online, or in a hybrid context.
Core components of AV solutions for large-scale events include:
AV for events is about more than just tech.
Imagine yourself as a painter; how you design and use AV at your event is like your paintbrush. It’s how you tell your story. It’s how you connect with your audience.
Let’s take a look at the three key components of AV, which will make up the majority of your event production budget.
This is the most noticeable element of AV pricing—it’s what your audience will see and feel most clearly. It includes everything from basic gear to high-end production equipment, depending on your needs and objectives.
Common equipment costs may include:
You can rent the highest-quality, most advanced AV equipment on the market. But if you don’t have skilled technicians operating it, your results will still fall flat. Labor costs vary depending on the size of the team, their expertise, and the length of your event.
Here are some AV event labor costs to consider:
Keep in mind that AV labor costs also include setup and teardown times, so you may need to budget beyond the duration of your event.
Extra fees and logistics costs can surprise you if you don’t plan ahead. But designing, transporting, and testing AV setups are crucial processes when you’re planning a big event.
Examples of service fees and costs to prepare for include:
There are many variables that affect AV prices. To get a clear understanding of your budget and what to expect, consider the following factors.
The actual length of your event can have a big impact on price primarily due to labor demands. A multi-day conference with all-day AV requirements is going to cost more than a one-day fundraiser.
The logistics of the event venue can also impact price. For example, a large expo center with hundreds (or even thousands) of attendees will require more speakers, larger screens, and additional lighting.
The layout also matters. There’s also a big difference between a large ballroom and a sprawling multi-stage conference hall. The number of rooms and stages determines how many AV systems need to be installed and managed.
Events held at remote or otherwise difficult-to-access venues typically come with higher transportation costs, which can increase the price of services.
Some AV companies simply show up and install a few screens, while others offer full-service event production and design. The scope of services you need can have a big impact on how much you pay.
Complex setups and high-end equipment is more expansive than a simple screen and speaker combo. Equipment with ultra-specific compatibility requirements or high-tech special effects is almost certainly going to cost more.
Is your event live? Or are you hosting a virtual or hybrid event? Generally speaking, virtual events with fully remote attendees and speakers will be less expensive to set up, while live and hybrid events require more extensive staging and tech to produce a dynamic audience experience.
Custom branding, unique recorded content, and highly specialized setups require additional planning and resources on the part of the AV company, which tends to increase the total price.
There’s a significant difference between in-house vs. third party AV companies when it comes to price. But it might not be in the way you think.
While in-house AV may appear more affordable at first glance, it often comes with substantial hidden fees and markups that drive up the cost. In many cases, choosing a trusted independent company with transparent pricing is more cost-effective.
Creating a budget and sticking to it can be tricky, but it’s an important skill to have when hosting large-scale events. If you’re looking for effective ways to save money on your event AV while still getting all the services you need, here are a few helpful tips:
When it comes to event production, you should never settle for generic service or unclear pricing. At Catalyst Companies, we know how important your ROI is when it comes to event planning. We’re here to help you leave your audience in awe and stick to your budget and timeline.
Get in touch with us to book a complementary consultation and get a custom quote!
Are you planning a shareholder meeting, conference, product launch, trade show, or other type of major event? You need to make sure the production value matches the quality of your event’s content. Working with a reliable, proven leader in audio visual event production like Catalyst ensures your event runs smoothly, exceeds the expectations of your audience, and has the impact you want.
Get in touch today to schedule a free consultation, learn more about our services, and tell us about your event.
We work events both nationally and internationally. No matter where you are, Catalyst can come to you.
(818) 818-6117
info@thecatalystcompanies.com