How to Budget for AV Services At Your Next Event
AV is one of those line items that tends to get underestimated early in the planning process and then becomes a source of stress as the event date gets closer. Once you understand what goes into an AV quote and what actually drives the price up or down, planning for it gets a little more manageable. Here’s how to approach it.
Key Takeaways:
- AV budgeting covers more than just gear; it includes equipment, labor, delivery, and contingencies.
- The 10 to 20 percent of total event budget guidelines is a starting point.
- Getting a detailed, itemized quote will give you the clearest picture and the most room to adjust if you need to.
What Does AV Budgeting for an Event Actually Involve?
It’s important to keep in mind that when you’re budgeting for AV, you’re not just paying for the equipment on the stage. Rather, a quote from your AV provider typically covers equipment, the labor to set it up and run it during the event, and delivery. Most of the time, labor is a major share of the total.
What Percentage of My Total Event Budget Should Go to AV?
The general guideline is 10 to 20 percent of your total event budget. That number is pretty broad because it depends entirely on what you’re producing.
As you’d expect, small corporate meetings with one producer and a screen won’t need all that much. Events where production quality is central to the experience, whether that’s an award ceremony or a large gala, on the other hand, the AV can reasonably run higher than 20 percent.
How Do You Create a Realistic AV Budget?
Step one should always be determining how much equipment and the amount of labor you’ll need. How many presenters will you have? Will you be showing videos or presentations? Do you need a live stream? How large is the room? Will you need AV in breakout rooms or other spaces?
Once you have a sense of the scope, ask your AV provider for an itemized quote to get a better idea of where the money is going; this will make it easier to discuss options if you need to adjust the budget at any point.
As mentioned above, at a minimum, your budget should account for equipment, labor, operation and teardown, delivery, and a contingency for unexpected changes.
What Factors Affect AV Pricing?
Venue
The venue can affect AV pricing more than people expect. If a room has difficult acoustics, you may need extra speakers to cover the space properly. If there’s a lot of natural light, you may need a brighter projector or an LED display. Things like long cable runs or rigged displays can also add to both equipment and labor costs.
Type of Event
The type of event matters too. A full-day conference with multiple sessions and breakout rooms is going to need a much more involved setup than a short dinner program with a single microphone. As the number of presenters, rooms, and moving parts increases, so does the scope.
Live Streaming and Hybrid Events
Live streaming and hybrid events add even more to consider. They usually require dedicated equipment, a strong internet connection, and often a technician focused just on the stream. If you’re planning for a virtual audience, that really needs to be part of the budget from the start, not added in at the last minute.
Equipment
Professional AV gear is designed to perform reliably during live events, and that becomes even more important when the event is being recorded or streamed.
How Can I Reduce AV Costs Without Sacrificing Quality?
A good place to start is by figuring out what the event actually needs. Some elements are essential, and others are simply nice to have. It’s much easier to make those decisions early than to try cutting things after you’ve already received a quote.
For example, microphones can be one area where you simplify. If you’re planning a large panel, think about who really needs their own mic and whether any of them can share. In some cases, using pre-recorded video instead of live switching can also make the setup simpler and less expensive.
Why Is Working With One AV Provider Better Than Splitting the Work?
When one provider handles the full setup, they know how the whole system is supposed to work and are responsible for making sure it all works together. If there’s a problem, you also have one clear point of contact instead of trying to figure out which vendor is responsible.
There can also be a cost benefit. When the same company is providing both the equipment and the labor, the setup can be planned more efficiently. The technicians already know the gear, and that can help keep time and costs under control.
How Far In Advance Should I Book AV for My Event?
For most events, four to eight weeks out is a good starting point, since it gives your AV provider enough time to plan the setup and coordinate with the venue.
If you’re planning a multi-day conference or an event with a large virtual audience, four to six months is a safer window. Booking early gives everyone more time to plan and makes it easier to secure the team you want, especially on busy dates.
Does Klang AV Pro Handle Both Event Production and AV?
Klang AV Pro focuses on AV, including audio, video, lighting, and live streaming. We're not a full-service event production company, so managing things like catering and décor isn't part of what we do. Where we fit in is with event planners and coordinators who are handling the overall event and need a reliable partner to take care of the technical side.
Planning an Event? Call to Talk AV With Our Team Today!
At Klang AV Pro, we work with event planners and coordinators across Clearwater, Tampa Bay, Sarasota, Orlando, Naples, and Central Florida to make sure the technical side of the event is taken care of before the big day arrives.
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