How Much Does Conference AV Hire Cost in the UK? 2026 Pricing Guide

If you’re planning a conference, one of the first questions is usually a fairly simple one:

How much is the AV going to cost?

The answer depends on the size of the room, number of delegates, equipment required and how much technical support you need — but it is possible to give some useful ballpark figures.

Quick answer: For a one-day corporate conference in the UK, a straightforward AV setup might cost around £500–£1,500, while a more typical conference with professional sound, screens, several wireless microphones and a technician may fall around £1,800–£3,500.

For larger conferences requiring staging, lighting, multiple screens, more technicians or more complex presentation systems, budgets of £4,000–£9,000 are common. Larger productions involving LED video walls, hybrid event technology, multiple rooms or substantial crews can go beyond £9,000.

These are guide prices rather than fixed packages. Every venue and conference is different, but they should give you a sensible starting point.

Conference AV Costs at a Glance

Small meeting or training event — approximately £400–£1,500

Typically suitable for around 20–60 people.

A setup at this level might include:

• Large TV screen or projection screen
• Projector or large-format display
• Small PA system
• 1–2 microphones
• Presentation laptop connections
• Delivery, setup and collection

For straightforward meetings, training sessions or smaller presentations, you may not need a technician in the room throughout the day.

If the equipment can be installed, tested and left ready to use, this can keep the overall cost down.

Medium corporate conference

Approximately £1,800–£3,500

Typically suitable for around 60–200 delegates.

This is where you begin moving from simple equipment hire into a more complete conference AV setup.

You might have:

• Large projection screen or screens
• High-brightness projector
• Professional PA system
• 3–6 wireless microphones
• Digital mixing desk
• Lectern and lectern microphone
• Comfort monitor for presenters
• Presentation laptop and backup
• Basic stage lighting
• On-site AV technician

For many one-day corporate conferences, this is the sort of setup that provides everything needed for presentations, panel discussions, videos and audience Q&As without moving into full-scale event production.

Large conference or awards event 

approximately £4,000–£9,000

Typically suitable for approximately 200–500 delegates, although venue size and production requirements matter just as much as audience numbers.

At this level, you may be looking at:

• Large projection screens or multiple displays
• More powerful PA system
• Multiple radio microphones
• Digital lectern
• Large stage
• Presenter confidence monitors
• Stage and room lighting
• Branded set or backdrop
• Video playback and presentation management
• Relay screens for larger rooms
• Multiple technicians
• Equipment installation before the event and removal afterwards

If the conference moves into an evening awards ceremony, the same room may also need a lighting change, music playback, awards stings and additional show operation.

That naturally adds equipment, preparation and crew time.

Full production, LED or hybrid conference

£9,000+

Larger productions can quickly move beyond £9,000, particularly where the event includes:

• Large LED video walls
• Multiple presentation screens
• Several rooms
• Multi-camera filming
• Live streaming
• Remote speakers
• Vision mixing
• Extensive staging
• Bespoke set design
• Rigged lighting
• Show calling
• Several technicians
• Multi-day installation or rehearsals

At this point you are no longer simply hiring a projector, microphones and speakers.

You are effectively commissioning a technical production for the event.

Why telling us your budget helps you (a lot)

1) We can match the kit to the job
Audio visual equipment comes in flavours, not just sizes. If we know your ceiling, we can design an AV package that actually fits: projector hire vs. LED screen hire, a compact PA vs. a concert-level sound system, two radio mics vs. a dozen with confidence monitors and a comms system. Right tool, right cost, right outcome.

2) Faster, clearer quotes
With a number, we skip the guesswork and send an accurate proposal the first time. That means quicker approvals and more time for event planning (and tea).

3) Less scope creep, fewer “oh no” moments
No surprises on the invoice. If your live streaming add-on, stage lighting, or extra breakout PA would push Things Too Far™, we’ll say so and offer options.

4) Better priorities
If we know you’re planning a conference with VIP speakers, we’ll prioritise reliable microphones, stage lighting and comfort monitors over fancy scenic pieces. For an awards night, we might flip that emphasis. Budget gives us permission to prioritise what matters to your audience.

“But we really don’t know our AV budget…”

Totally normal. Try these quick methods:

• Top-down: Decide what the event is worth to the business (e.g., sales kick-off, AGM, hybrid town hall) and dedicate a sensible slice to AV (often 10–25% of total event cost, depending on complexity).
• Bottom-up: List must-haves (presentation screen, microphones, basic lighting) and nice-to-haves (stage set, live stream, recording, LED wall). We’ll give you tiered options so you can dial the cost up or down.
• Compare the venue: Big rooms with high ambient light often need brighter projectors or LED screens; long rooms need delay speakers; outdoor needs weatherproofing. Venue characteristics can nudge the budget.

Real-world examples (approximate, VAT & delivery/crew not included)

These are ballpark ranges for the Thames Valley area (Berkshire, Hampshire, Oxfordshire). Your mileage will vary, but it’s a helpful compass.

• £500–£1,500: Small meeting / training
  • 75–85″ screen or short-throw projector
  • 1–2 handheld or lapel mics, compact PA hire
  • Simple lectern, tidy cabling, technician for set/strike
  • Ideal for 20–60 people
• £1,800–£3,500: Classic conference AV
  • 10–12k projector & screen or 3.5–5m wide fast-fold, or 3-4m wide  LED videowall
  • 4–8 wireless mics, stage lighting wash, comfort monitor
  • Basic set (drapes/branding), playback laptop, show technician
  • Good for 60–250 people
• £4,000–£9,000: Premium conference / awards
  • Larger LED screen hire or high-brightness projection
  • Expanded audio with stage monitors, stage set & branded lectern
  • Lighting looks (profiles, uplighters, movers), show calling/comms
  • Recording or live streaming option
• £9,000+: Big brand moments / hybrid broadcast
  • Large LED videowall, multi-camera live stream, redundancy on critical paths
  • Line array or distributed audio, creative lighting design, custom stage
  • Perfect when production value is the message

No one needs a sledgehammer to crack a walnut. Likewise, your quarterly update doesn’t need a stadium rig — unless your quarterly update is literally in a stadium.

What drives AV cost?

• Scale: Room size, audience size, and sightlines.
• Brightness & throw: Projector vs. LED screen decisions hinge on ambient light and viewing distance.
• Audio complexity: Number of microphones, presenters, panels, and whether you need foldback/monitoring.
• Lighting: Basic “see the speaker” vs. shaped looks for camera and impact.
• Crew & logistics: Technicians, show caller, load-in constraints, overnight holds, power, and access.
• Add-ons: Live streaming, recording, hybrid platforms, stage sets, scenic branding, accessibility (e.g., hearing loops, live captions).

“Can’t you just tell me the price?”

We can — once we know what you’re trying to achieve. Here’s a cheat sheet to share with us:

Your brief in 8 questions:

1. Date(s), venue, access times
2. Headcount (in-room + remote if hybrid)
3. Stage size or floor plan (if known)
4. Presentation type (slides/videos/panels)
5. Microphones needed (how many at once?)
6. Recording or live streaming?
7. Branding level (simple, medium, extra fancy)
8. Budget range (e.g., £2–3k / £4–5k / £8–10k)

Give us that, and we’ll return a right-sized, right-priced AV hire proposal — usually with a “good / better / best” option so you can compare.

Budget myths we hear (and what’s actually true)

• “If I share a budget, you’ll spend it all.”
  We’ll fit to it. If we can deliver under your cap without compromising, we will — and we’ll say so.
• “Cheaper kit is fine, it’s only an internal event.”
  Internal audiences still need to hear and see clearly. Reliability beats false economy.
• “LED screens are always too expensive.”
  Not always. In bright rooms, LED can be more effective (and sometimes more cost-efficient) than chasing projector brightness and blackout.
• “Hybrid is just adding a webcam.”
  For a professional experience, you’ll want proper audio routing, a capture device/encoder, and a dedicated operator. Still scalable, still sensible.

How we quote (so you’re never guessing)

• Transparent line items: You’ll see the audio visual equipment cost, crew, delivery/collection, and any optional extras.
• Practical alternatives: If something stretches the budget (hello, 6m LED wall), we’ll show a projector-based option or a smaller LED configuration.
• Clear assumptions: We’ll note access, power, rehearsal time, and any venue rules so nothing ambushes us on the day.

Ready to talk budget?

Sharing a range doesn’t lock you in; it unlocks the best solution. Tell us your must-haves and a sensible ceiling, and we’ll design an AV package that does the job beautifully — whether it’s a punchy breakfast briefing or a full-blown conference.

Call: 01635 899551
Email: [email protected]