AV Hire Budget — Why It Matters (And How It Saves Your Sanity)

You know that moment when someone says, “We don’t really have a budget,” and five minutes later says, “That’s more than we wanted to spend”? Classic. In the world of AV hire, budget isn’t a trick question — it’s the sat-nav. Without it, we’re quoting a videowall and a line array for what really needed an 85″ screen and a tidy little speaker. No one wins. Your event doesn’t get what it needs, and you don’t get a sensible price.

This post explains why sharing your budget helps you get a better event, faster quotes, and fewer surprises — plus a few examples to keep it real.

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]