Why Does AV Cost so Much? (And What Are You Actually Paying For)

It’s a question we hear all the time: “Why does AV cost so much?”

We get it. If you’re not in the industry, AV can feel like one of those mysterious, expensive services where you’re not quite sure what you’re paying for. After all, how hard can it be to set up a few speakers and a microphone?

Well, let’s break it down—honestly and transparently—so you know exactly where your money goes when you hire professional AV. Because while AV can be expensive, it’s not expensive for the sake of it. You’re paying for expertise, reliability, and an event that actually works.

What Are You Actually Paying For?

When you get an AV quote, it’s easy to just see a big number and wonder where it came from. But AV costs aren’t just about hiring a few bits of kit—there’s a lot that goes into delivering a seamless, stress-free event.

Here’s what makes up an AV budget:

1. The People (And Why They’re Essential)
AV isn’t just about gear—it’s about the skilled professionals who set it up, run it, and fix it when something goes wrong.

• Technicians & Engineers – The people who set up the kit, operate the sound and lighting, and make sure everything runs smoothly.
• Project Managers – For bigger events, someone needs to oversee all the moving parts and ensure it all comes together.
•  Delivery & Setup Crew – If your event has staging, lighting rigs, or large-scale AV, a team is needed to transport and install it safely.

👉 Why this costs money: You’re not just paying for “someone to push buttons.” You’re paying for experience and problem-solving. A professional AV team will spot issues before they happen, adapt to last-minute changes, and make sure your event doesn’t crash and burn.

2. The Equipment (No, It’s Not Just a Couple of Speakers)
AV kit isn’t the same as your home sound system or a projector you buy off Amazon. Professional-grade equipment is:

• High-quality – Clearer sound, brighter visuals, more reliability.
• Specialist – Designed for large rooms, big audiences, and complex setups.
• Regularly maintained & tested – Unlike venue-owned kit that sometimes sits unused for months, pro AV gear is checked and serviced constantly.

Some of the key pieces of kit you’re paying for:

•  Microphones & Wireless Systems – So presenters can be heard clearly without interference or dropouts.
• Speakers & Mixing Desks – Ensuring clear, crisp sound for everyone in the room.
• Projectors, Screens & Video Equipment – High-resolution visuals that work even in bright rooms.
• Lighting & Staging – Creating the right atmosphere and ensuring presenters are well-lit.

👉 Why this costs money: Good AV kit is expensive to buy, store, maintain, and transport. When you hire AV, you’re paying for access to top-tier equipment without having to own or maintain it yourself.

3. Logistics, Setup & Support (The Stuff You Don’t See)
AV doesn’t just appear at your event. A lot happens behind the scenes before, during, and after.

• Pre-event planning – Site visits, technical checks, and working with your team to design the right AV setup.
• Transport & setup – Getting all the kit to the venue, setting it up, and testing everything.
• Live event support – Making sure everything runs smoothly and adapting on the fly.
• Breakdown & pack-up – Dismantling everything, getting it out safely, and returning it to storage.

👉 Why this costs money: This part of the job is time-intensive and labour-heavy. A single day’s event might require days of preparation, setup, and teardown.

How to Get the Most Value from Your AV Budget

If your budget is tight, don’t panic—there are ways to get great AV without breaking the bank.

✅ Start with the essentials – Sound is nearly always the most important factor. If people can’t hear, nothing else matters.
✅ Be upfront about your budget – A good AV company will help you prioritise and get the best setup for what you can afford.
✅ Consider what’s already in the venue – If the venue has basic kit, you might only need to supplement it.
✅ Book early – Last-minute AV hires often cost more, especially during busy seasons.

Final Thoughts: AV Isn’t Expensive—Bad AV Is

The truth is, AV only seems expensive when it’s not done right. When you hire professionals, you’re not just paying for equipment—you’re paying for expertise, reliability, and a stress-free event.

A well-planned AV setup means:

✅ No technical disasters.
✅ No awkward silences because the mic isn’t working.
✅ No blurry visuals that nobody can see.

Instead, you get a seamless, professional experience that makes your event better.

So, next time you see an AV quote, you’ll know exactly what’s behind the cost—and why cutting corners can be a very expensive mistake.

Need Help Planning Your AV?

If you’re unsure how much AV your event needs, or you want advice on how to get the best value, get in touch. We’ll walk you through the options and help you make an informed decision—no jargon, no pressure, just honest advice.