Audio-visual (AV) equipment and support is one of the most impactful investments you can make in a public, entertainment, or corporate event. It plays an essential role in making sure your audience can see, hear, and remember your message. But while you want to invest in high-quality equipment and knowledgeable experts, you also need to stay within budget.
This guide covers the basics of pricing for different components of AV event services. We’ll go over factors that can impact total AV pricing, cost estimates for individual elements, and how you can make strategic decisions to use your budget and resources optimally when planning an important event.
AV pricing isn’t one-size-fits-all. Various factors can impact the total price of services, including:
AV budgets vary depending on event size, format, and individual needs. The following examples are based on a relatively simple one-day corporate event with approximately 200-250 guests in attendance.
Longer-running events like trade shows, conventions, or executive retreats tend to cost more. Also keep in mind that specialized services, more complex setups, and additional crew can increase total AV pricing.
With audio equipment, it’s crucial to have backup microphones and perform thorough sound checks before the event in order to limit the risk of audio issues.
Here’s an overview of common AV audio components and their estimated costs:
For large venues with longer viewing distances for some guests, consider using IMAG (image magnification) with live camera feeds so every attendee can see what’s happening on stage.
Here’s a breakdown of video components and pricing:
Lighting may seem like a less important component of event AV, but that’s far from true. In fact, the stage and ambient lighting you choose have a big impact on the mood and overall tone of your event. Don’t overlook this.
Here’s a look at common AV lighting components and their associated costs:
Staging is one of the most variable expenses when it comes to planning and executing AV for a big event. In many cases, you can save money and create a more flexible stage design by opting for a digital backdrop (with LED walls or projectors) rather than physical sets.
Here’s an example of AV staging costs for a corporate event:
It’s common for labor to be the largest part of an event AV budget. It typically includes a setup and teardown crew, specialized equipment operators, a technical director or show caller, and a stage manager to help ensure the event runs smoothly.
Let’s take a look at estimated labor costs, which vary depending on the size and scope of the event:
The following is a general estimate of total AV costs for a single-day event with 200-250 attendees:
Are you hosting a sales meeting with keynote speakers and in-depth panel discussions? Are you launching a new product series or demonstrating an upcoming technology to an audience of investors? Different types of corporate events require different visual displays.
Waiting until it’s crunch time to book AV can result in services that are both more expensive and underwhelming. Establish your AV budget 6-12 months before your event date and reach out to multiple AV companies for consultations and quotes. This helps ensure you find a provider that can deliver at a price you can afford.
Look for a company that does it all. A full-service AV provider will handle everything from start-to-finish, including event design, preproduction, staging, tech support, setup and teardown, and more. This is significantly more cost-effective than trying to juggle multiple AV vendors.
Many companies also bundle their services, which may offer additional savings. It’s a good idea to inquire about bundled packages when searching for a team to hire.
Many people make the mistake of thinking that more expensive equipment is always better. But it all comes down to your individual event needs.
For example, while some event spaces may benefit from a giant LED wall or high-end projection mapping software, more standardized equipment can be just as impactful in certain settings—and less pricey.
Work with your AV provider to determine what exactly your needs are and choose equipment that achieves your goals without unnecessarily stretching your budget.
Some venues will push you to use an in-house AV team, but this often comes with hidden costs and fewer options for customization. If possible, negotiate with your venue ahead of time to ensure you can use your own independent AV partner to oversee your event.
There’s no one-size-fits-all approach to designing and managing AV at a big event—at least not one that works. Your event is unique, and you deserve a team of AV specialists and technicians that will take the time to understand your vision, maximize your budget, and respect your needs and schedule.
Catalyst is a results-driven, full-service AV event company. We know that our success depends on your success. Let us help you create truly memorable experiences for your guests.
Contact us to tell us about your upcoming event, get a free consultation, and request a customized quote!
Audio-visual (AV) equipment and support is one of the most impactful investments you can make in a public, entertainment, or corporate event. It plays an essential role in making sure your audience can see, hear, and remember your message. But while you want to invest in high-quality equipment and knowledgeable experts, you also need to stay within budget.
This guide covers the basics of pricing for different components of AV event services. We’ll go over factors that can impact total AV pricing, cost estimates for individual elements, and how you can make strategic decisions to use your budget and resources optimally when planning an important event.
AV pricing isn’t one-size-fits-all. Various factors can impact the total price of services, including:
AV budgets vary depending on event size, format, and individual needs. The following examples are based on a relatively simple one-day corporate event with approximately 200-250 guests in attendance.
Longer-running events like trade shows, conventions, or executive retreats tend to cost more. Also keep in mind that specialized services, more complex setups, and additional crew can increase total AV pricing.
With audio equipment, it’s crucial to have backup microphones and perform thorough sound checks before the event in order to limit the risk of audio issues.
Here’s an overview of common AV audio components and their estimated costs:
For large venues with longer viewing distances for some guests, consider using IMAG (image magnification) with live camera feeds so every attendee can see what’s happening on stage.
Here’s a breakdown of video components and pricing:
Lighting may seem like a less important component of event AV, but that’s far from true. In fact, the stage and ambient lighting you choose have a big impact on the mood and overall tone of your event. Don’t overlook this.
Here’s a look at common AV lighting components and their associated costs:
Staging is one of the most variable expenses when it comes to planning and executing AV for a big event. In many cases, you can save money and create a more flexible stage design by opting for a digital backdrop (with LED walls or projectors) rather than physical sets.
Here’s an example of AV staging costs for a corporate event:
It’s common for labor to be the largest part of an event AV budget. It typically includes a setup and teardown crew, specialized equipment operators, a technical director or show caller, and a stage manager to help ensure the event runs smoothly.
Let’s take a look at estimated labor costs, which vary depending on the size and scope of the event:
The following is a general estimate of total AV costs for a single-day event with 200-250 attendees:
Are you hosting a sales meeting with keynote speakers and in-depth panel discussions? Are you launching a new product series or demonstrating an upcoming technology to an audience of investors? Different types of corporate events require different visual displays.
Waiting until it’s crunch time to book AV can result in services that are both more expensive and underwhelming. Establish your AV budget 6-12 months before your event date and reach out to multiple AV companies for consultations and quotes. This helps ensure you find a provider that can deliver at a price you can afford.
Look for a company that does it all. A full-service AV provider will handle everything from start-to-finish, including event design, preproduction, staging, tech support, setup and teardown, and more. This is significantly more cost-effective than trying to juggle multiple AV vendors.
Many companies also bundle their services, which may offer additional savings. It’s a good idea to inquire about bundled packages when searching for a team to hire.
Many people make the mistake of thinking that more expensive equipment is always better. But it all comes down to your individual event needs.
For example, while some event spaces may benefit from a giant LED wall or high-end projection mapping software, more standardized equipment can be just as impactful in certain settings—and less pricey.
Work with your AV provider to determine what exactly your needs are and choose equipment that achieves your goals without unnecessarily stretching your budget.
Some venues will push you to use an in-house AV team, but this often comes with hidden costs and fewer options for customization. If possible, negotiate with your venue ahead of time to ensure you can use your own independent AV partner to oversee your event.
There’s no one-size-fits-all approach to designing and managing AV at a big event—at least not one that works. Your event is unique, and you deserve a team of AV specialists and technicians that will take the time to understand your vision, maximize your budget, and respect your needs and schedule.
Catalyst is a results-driven, full-service AV event company. We know that our success depends on your success. Let us help you create truly memorable experiences for your guests.
Contact us to tell us about your upcoming event, get a free consultation, and request a customized 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