When planning an event, whether it’s a corporate conference, a gala, or a live performance, the audio-visual (AV) setup plays a significant role in determining your guests’ experience. However, as anyone who has ever planned a large event knows, the budget can become complicated quickly.
If you’re trying to figure out how much AV equipment rental costs and what you should plan for, this guide breaks down what influences pricing, where you can save, and how to make sure you get quality production within your budget.
Understanding What “AV” Really Includes
“AV equipment” covers a wide range of tools and services. It’s more than just a few speakers and a projector. The right setup might include:
- Audio systems (microphones, speakers, mixing boards, monitors)
- Video systems (projectors, LED walls, cameras, playback devices)
- Lighting systems (stage lighting, ambient lighting, spotlights)
- Staging and rigging (platforms, truss systems, mounts)
- Live-streaming and recording (cameras, encoders, broadcast software)
- Technical support (setup, testing, and live event operation)
Because there’s so much variation, AV rental pricing depends on your event’s size, location, and level of production detail.
1. The Scale of Your Event
The first question any AV company will ask is: How big is the event?
A corporate training for 50 people in a conference room will have a very different setup than a 1,000-person gala in a ballroom.
Here’s a rough overview:
| Event Type | Typical AV Setup | Average Range |
| Small Meeting (under 100 guests) | Basic sound system, projector/screen, 1–2 microphones | $800–$2,000 |
| Mid-Sized Conference | Multiple microphones, stage lighting, video projection | $3,000–$10,000 |
| Large Gala or Performance | Full audio rig, lighting, video playback, technicians | $10,000–$30,000+ |
These numbers vary depending on the venue and duration, but they provide a good starting point for planning your event AV budget.
2. Equipment Quality and Type
Just like any industry, equipment quality plays a significant role in determining costs. High-end audio and visual equipment ensures reliability, clarity, and an overall professional impression, which is crucial for events where sound and visuals convey your message.
You can expect:
- Standard equipment (good for small to mid-sized events): $500–$5,000
- Premium equipment (for concerts or broadcast-quality visuals): $5,000–$20,000+
Working with a reputable AV solution provider helps ensure you’re getting reliable gear, not outdated or mismatched setups that could cause issues during your event.
3. Labor and Technical Support
One of the most important, and often overlooked, parts of an AV budget is labor. You’re not just renting gear; you’re hiring professionals to design, install, operate, and manage that gear.
Typical labor costs include:
- Technicians and engineers – $50–$125 per hour
- Setup and teardown crews – $300–$1,000+ depending on complexity
- On-site management – flat rates or hourly, depending on duration
A great AV team doesn’t just plug things in. They make sure your event runs smoothly from start to finish.
4. Venue Layout and Logistics
Your event’s location can also influence AV costs. Spaces with high ceilings, open-air setups, or challenging acoustics may require additional sound or lighting adjustments.
If you’re hosting an event in a mountain venue, such as Aspen or Vail, for example, transportation, setup logistics, and power requirements can also impact pricing.
Working with a Colorado-based AV company familiar with the region can help you plan for these unique logistical details early in the budgeting process.
5. Event Duration
Longer events require more setup, more technicians, and potentially additional rental days. Most AV providers charge either:
- Per-day rental rates (standard for one-time events)
- Package rates for multi-day conferences or festivals
Ask your provider about multi-day discounts if your event spans a weekend or several sessions.
6. Add-Ons and Enhancements
Beyond the essentials, you might want to consider enhancements that elevate your event experience:
- LED walls or video backdrops
- Stage lighting and design effects
- Camera recording and highlight reels
- Live-streaming for remote audiences
- Custom audio mixes or post-production editing
While these add costs, they can dramatically improve your event’s impact and professionalism, especially if you’re recording content for future use.
7. Ways to Stay Within Budget
A strong AV solution provider won’t just hand you a quote. They’ll help you prioritize. Here are a few ways to keep costs aligned with your budget:
- Bundle services: Renting audio, video, and lighting together from one provider often saves money.
- Consult early: Early discussions allow your AV team to recommend efficient layouts and equipment options.
- Focus on essentials: Prioritize clear sound and proper lighting before optional extras.
- Use local providers: Choosing a Colorado-based company like Avanti Productions can reduce travel and transport costs.
8. Questions to Ask Before Renting AV Equipment
Before signing a contract, make sure to ask your AV partner:
- What’s included in the quote — labor, setup, and teardown?
- Do you provide on-site technical support during the event?
- What happens if equipment fails or needs to be replaced?
- Are there delivery, transportation, or overtime fees?
- Can the setup scale up or down if attendance changes?
Transparent communication upfront ensures there are no budget surprises later.
9. The Value of Working with a Full-Service AV Provider
While you can rent equipment on your own, a full-service AV provider brings added value through design, consulting, and reliability.
Instead of coordinating multiple vendors, you’ll have a single team managing everything — from pre-event planning to on-site execution. That not only streamlines communication but often saves money by avoiding redundant costs and last-minute fixes.
Avanti Productions, for example, provides end-to-end AV support for events across Colorado and nationwide, offering customized solutions that balance professional quality with smart budgeting.
Ready to discuss your event’s AV needs?
Building your event AV budget doesn’t have to be a guessing game. By understanding what drives rental costs, from equipment type to labor and logistics, you can plan confidently and make informed decisions that align with your event goals.
The best AV partner won’t just rent you gear; they’ll help you design an experience that sounds and looks exactly how you envisioned it.
If you’re planning an event in Colorado or beyond, Avanti Productions can help you create a customized audio-visual plan that fits your goals, venue, and budget, without unnecessary complexity. Contact our team today to request a quote or consultation for your upcoming event.