Audio-visual (AV) event budgets vary widely because costs depend heavily on event type, size, and complexity. The right visual displays, sound equipment, and other AV tech can truly make or break your event. Equally important is who’s operating and managing it. But cost also matters. It’s about finding the best and the brightest in AV event production that fits within your budget.
From small executive retreats to sprawling global trade shows, the size and scope of your event can have a big impact on your AV needs – and therefore on your budget.
This guide covers everything you need to know about why event AV budgets vary so much and which factors affect your budget the most.
The average AV budget for a corporate event varies significantly. Typically, AV costs for a large-scale event can range from a few thousand dollars to tens of thousands. You should always seek a custom quote from an AV company before hiring them.
It’s often recommended that approximately 10-25% of your total budget should be allocated to AV investments. But this is just a recommendation and you should always weigh your needs and wants carefully when creating your event budget. Some events will invariably require a much larger and more complex AV setup than others.
For example, the percentage of your budget allocated to AV will almost certainly be higher for a tech conference than a holiday party. It all comes down to your specific needs and the expectations of your audience.
Are you hosting a small fundraiser? A seminar for industry professionals? A big trade show with vendors from around the world? The type of event you’re planning will dictate your AV needs and budget to a large degree.
Live, in-person events have different AV requirements than virtual events. Live events have much more extensive on-site setups, but if you’re livestreaming your event online, you need to think about backup internet, encoding hardware, and digital streaming platforms. You also may want to incorporate audience-interaction elements, which may require additional AV planning.
Tech conferences and immersive marketing experiences almost always mean you need more advanced equipment. You don’t want to disappoint an audience of tech enthusiasts because you opted for HD screens instead of 4K. But if you’re hosting a less technical audience or you’re in a more traditional industry, you may not need to worry as much about getting the newest tech.
The size of your venue and the number of attendees play a huge role in AV expenses. Everything from the size of your screens, to the number of cameras and monitors, to the need for microphones and speakers all need to scale up with the size and scope of your event.
Larger venues typically necessitate more powerful sound systems, multiple screens, additional cameras, and bigger crews. Venues that have multiple stages or more than one gathering space also tend to require more AV equipment and support. You’ll also need to budget differently if you’re hosting an outdoor event or your venue isn’t geared up for traditional AV setups.
Highly customized AV systems require more planning, specialized knowledge, and labor than standard setups. This usually translates to higher costs. The need for branded displays, interactive VR activities, or complex stage designs should be considered when creating your budget.
Whether your AV provider owns their own equipment or you’re renting your tech, you still need to transport it to and from your event venue safely. Remote or overseas events may come with additional transportation and logistics costs, but your AV company should always be upfront and transparent about how this affects pricing. At Catalyst, we own, maintain, and transport all of our own equipment and we never hide fees or costs.
An in-house AV team provided by a venue is usually less cost-effective than an independent provider. This is because they typically operate with hefty profit margins, resulting in markups, kickbacks, and hidden fees. If you have the option to use an independent AV company, this can improve ROI and will likely result in a more customized AV system.
Less reputable AV companies may provide a quote that sounds reasonable, only to hit you with additional charges and hidden fees that significantly increase the cost of their services. These hidden costs may include fees for equipment rental, service and overtime, storage and delivery, and network and power.
Hidden fees are particularly common with in-house AV teams. You should always choose a company that provides transparent price estimates.
When you’re trying to optimize your AV event budget, you should never cut corners. But it’s not about spending more – it’s about spending smarter. Here are a few tips to make sure you allocate your AV budget as effectively and efficiently as possible, regardless of how much you’re working with:
At Catalyst, we understand the importance of sticking to a budget. That’s why we ensure full transparency at every stage of the process. We always provide custom price estimates based on a thorough evaluation of your individual event needs and goals.
We never charge hidden fees and strive to ensure you get the quality service you deserve at a reasonable price.
Contact us today to get a free consultation and learn more about our pricing structure.
Audio-visual (AV) event budgets vary widely because costs depend heavily on event type, size, and complexity. The right visual displays, sound equipment, and other AV tech can truly make or break your event. Equally important is who’s operating and managing it. But cost also matters. It’s about finding the best and the brightest in AV event production that fits within your budget.
From small executive retreats to sprawling global trade shows, the size and scope of your event can have a big impact on your AV needs – and therefore on your budget.
This guide covers everything you need to know about why event AV budgets vary so much and which factors affect your budget the most.
The average AV budget for a corporate event varies significantly. Typically, AV costs for a large-scale event can range from a few thousand dollars to tens of thousands. You should always seek a custom quote from an AV company before hiring them.
It’s often recommended that approximately 10-25% of your total budget should be allocated to AV investments. But this is just a recommendation and you should always weigh your needs and wants carefully when creating your event budget. Some events will invariably require a much larger and more complex AV setup than others.
For example, the percentage of your budget allocated to AV will almost certainly be higher for a tech conference than a holiday party. It all comes down to your specific needs and the expectations of your audience.
Are you hosting a small fundraiser? A seminar for industry professionals? A big trade show with vendors from around the world? The type of event you’re planning will dictate your AV needs and budget to a large degree.
Live, in-person events have different AV requirements than virtual events. Live events have much more extensive on-site setups, but if you’re livestreaming your event online, you need to think about backup internet, encoding hardware, and digital streaming platforms. You also may want to incorporate audience-interaction elements, which may require additional AV planning.
Tech conferences and immersive marketing experiences almost always mean you need more advanced equipment. You don’t want to disappoint an audience of tech enthusiasts because you opted for HD screens instead of 4K. But if you’re hosting a less technical audience or you’re in a more traditional industry, you may not need to worry as much about getting the newest tech.
The size of your venue and the number of attendees play a huge role in AV expenses. Everything from the size of your screens, to the number of cameras and monitors, to the need for microphones and speakers all need to scale up with the size and scope of your event.
Larger venues typically necessitate more powerful sound systems, multiple screens, additional cameras, and bigger crews. Venues that have multiple stages or more than one gathering space also tend to require more AV equipment and support. You’ll also need to budget differently if you’re hosting an outdoor event or your venue isn’t geared up for traditional AV setups.
Highly customized AV systems require more planning, specialized knowledge, and labor than standard setups. This usually translates to higher costs. The need for branded displays, interactive VR activities, or complex stage designs should be considered when creating your budget.
Whether your AV provider owns their own equipment or you’re renting your tech, you still need to transport it to and from your event venue safely. Remote or overseas events may come with additional transportation and logistics costs, but your AV company should always be upfront and transparent about how this affects pricing. At Catalyst, we own, maintain, and transport all of our own equipment and we never hide fees or costs.
An in-house AV team provided by a venue is usually less cost-effective than an independent provider. This is because they typically operate with hefty profit margins, resulting in markups, kickbacks, and hidden fees. If you have the option to use an independent AV company, this can improve ROI and will likely result in a more customized AV system.
Less reputable AV companies may provide a quote that sounds reasonable, only to hit you with additional charges and hidden fees that significantly increase the cost of their services. These hidden costs may include fees for equipment rental, service and overtime, storage and delivery, and network and power.
Hidden fees are particularly common with in-house AV teams. You should always choose a company that provides transparent price estimates.
When you’re trying to optimize your AV event budget, you should never cut corners. But it’s not about spending more – it’s about spending smarter. Here are a few tips to make sure you allocate your AV budget as effectively and efficiently as possible, regardless of how much you’re working with:
At Catalyst, we understand the importance of sticking to a budget. That’s why we ensure full transparency at every stage of the process. We always provide custom price estimates based on a thorough evaluation of your individual event needs and goals.
We never charge hidden fees and strive to ensure you get the quality service you deserve at a reasonable price.
Contact us today to get a free consultation and learn more about our pricing structure.
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