Budgeting for AV Services – Maximizing Impact Without Overspending

Planning a corporate event involves numerous moving parts, including guest lists, venues, catering, and, of course, audiovisual (AV) services. While AV is often one of the last line items to be finalized, it plays a pivotal role in shaping the audience experience. Poor sound, dim visuals, or technical hiccups can distract from even the best-planned event. That's why creating a smart, flexible AV budget is essential for controlling costs while maximizing impact.

At Corporate AV, a successful event doesn't have to break the bank. It just needs the right tools, planning, and partner. In this blog, we'll guide you through common AV costs, rental options, and strategies to help you maximize your Budget.

Understanding AV Categories and Costs

To budget effectively, it helps to understand the core types of AV services and equipment most commonly used in business events.

Visual Displays

The basics start with a projection screen and a compatible projector. For example, an 8′ x 8′ tripod screen rental can be priced by the day or for the entire week—figure out what is ideal for small meetings or breakout sessions. Projectors vary by brightness and throw range. Standard short-throw projectors, for example, have a much greater price range, mainly depending on lumen output.

Audio Systems

Crystal-clear audio is a non-negotiable, whether you're presenting to 30 or 300 attendees. Basic speaker systems can often be paired with a wired microphone and mixer. For larger rooms or higher production values, wireless lavalier or handheld microphones, along with digital mixing boards, may incur additional costs.

Lighting and Ambience

Lighting plays a significant role in setting the tone and enhancing visibility. Uplighting packages, lighting trees, or stage lights can cost several hundred dollars, depending on the quantity and complexity of the setup. For product launches or evening events, thoughtful lighting choices can enhance the overall experience.

Video & Streaming Equipment

Hybrid events or virtual audiences require more gear: HD cameras, monitors, switchers, and streaming encoders. Camera rentals will have an extensive range of pricing, so consider carefully what is needed for your specific event – a Panasonic and a digital film camera serve different purposes.

Accessories and Infrastructure

Don't overlook the smaller items, such as cables, adapters, power strips, stands, and routers. These "invisible" pieces are critical and typically require only a small fraction of your Budget, depending on the quantity required.

What Does a Smart AV Budget Look Like?

Here are three sample tiers to give you a sense of how the elements of an AV budget might take shape based on your event goals:

Essential Setup (Small Internal Meeting)

• 8′ screen and standard projector

• Wired microphone and small speaker

• Basic cabling and stands

Mid-Level Setup (Company Presentation or Panel)

• Wireless microphones, upgraded speaker system

• Uplighting (4–6 fixtures)

• One HD camera and monitor for recording or remote attendees

Premium Setup (Investor Meeting or Product Launch)

• Dual projection and large-format displays

• Multiple wireless mics and digital audio mixing

• Professional lighting rig

• Multiple camera angles and streaming support

Tips for Maximizing Value Without Overspending

A larger AV setup doesn't always mean better results. Here are ways to stretch your Budget wisely:

• Rent only what you need: Avoid high-end gear if a basic solution will suffice.

• Book multi-day rentals: Corporate AV offers weekly rates that reduce daily costs.

• Bundle equipment: Ask us about discounts when renting multiple items together (e.g., projector, screen, and speakers).

• Plan early: Site visits and pre-event consultations help you avoid last-minute surprises and unnecessary rentals.

• Rely on expertise: Our technicians can guide you toward the best setup for your space and audience size, without overselling.

Don’t Forget the Hidden Costs

When budgeting, it’s easy to overlook expenses that aren’t listed on the rental page. These can include:

• Technician labor: Setup, strike, and on-site support are key!

• Delivery and logistics: Based on location, access, and time of day.

• Venue-specific requirements: Some locations require union labor or permits.

• Insurance or damage waivers: Especially for significant or outdoor events.

• Backup equipment: Always wise for streamed or high-profile events.

Final Thoughts: Budget Smarter, Not Bigger

Every corporate event has different AV needs, and there's no one-size-fits-all solution. The key is understanding which components will make the most significant impact and allocating your Budget accordingly. At Corporate AV, we’re here to help you make informed decisions, avoid unnecessary costs, and deliver an experience that’s both impressive and efficient.

Want help building a custom AV plan for your next event?