How Much Should I Budget for AV at My Event?

When planning an event, one of the trickiest parts can be figuring out how much to budget for AV.

Many people come to us with big ideas—big screens, dramatic lighting, impressive set—only to discover that their expectations don’t quite match their budget. And that’s OK!

This guide isn’t here to overwhelm you or add stress. It’s designed to give you a realistic starting point—a tool to help you understand the minimum you should expect to pay for your AV.

Most AV companies, including us, will create a package for you that bundles together the people and equipment you’ll need.

But having an idea around the costs can help you make informed decisions and prioritise what’s most important for your event.

Start with past experiences

If you’re working out your budget, a good starting point is to reflect on past experience. If you’ve run this event before, here’s a simple rule of thumb:

• If it went well last time, add 10% to your budget this year. It’s likely that your supplier’s costs will have increased, and any extra will help you refine and improve what already worked.
• If it didn’t go well, add 50%. Yes, that’s a big leap, but fixing what didn’t work—whether it’s sound issues, poor visuals, or technical hiccups—takes both people and kit, and they’re worth investing in to get it right.

But what if this is your first time planning AV for an event, or you’re starting from scratch?

Don’t worry. The key is to think strategically about how to allocate your budget—and it starts with working out your priorities.

AV budgets can go sky-high—so know what matters

Here’s the truth: if you really wanted to, you could spend hundreds of thousands on AV for your event. High-end equipment, complex staging, and dramatic lighting and effects can come with hefty price tags. But for most events, spending that kind of money simply isn’t practical—or necessary.

That’s why knowing what’s important to your event is critical. A conference doesn’t need a concert-level lighting rig, but it does need clear sound. Understanding your priorities makes sure your budget is focused on what will truly make a difference for your audience.

What should you prioritise?

There’s no one-size-fits-all approach here, but here’s a simple guide to help you make decisions:

1. Sound is Almost Always the Priority
   If your audience can’t hear clearly, the rest of your event won’t matter. A decent sound system and microphones should be at the top of your list.
2. Next, Think About Staging or Video
   Depending on your event, staging or video might come second. If it’s a large room or a performance, staging can ensure everyone has a clear view. For conferences or events with presentations, investing in screens or projectors is key.
3. Lighting Often Comes Last
   While lighting can enhance the atmosphere, it’s rarely the first priority unless you’re hosting a visually-focused event like a performance or a gala dinner. Many venues already have some basic lighting you can use, which may be enough.
4. Consider What’s Already in the Venue
   Many venues come with built-in AV equipment included in the hire cost, such as basic sound systems or lighting. If so, your budget can stretch further by supplementing what’s missing instead of hiring everything from scratch.

By focusing on what matters most for your event, you’ll ensure your audience gets the experience they came for without blowing your budget.

How many people do you need, and how much will they cost?

The number of AV professionals you need—and their cost—depends on the size and complexity of your event. Here’s a rough guide to help you estimate:

1. Small Events (e.g., small conferences or workshops)
   People needed: One sound technician is usually enough for a basic setup.
   Typical cost: £300–£400 for the day, depending on experience and location.
2. Medium Events (e.g., larger conferences, or small performances)
   People needed: Likely two people—a sound technician and a lighting operator. If video is involved (e.g., a projector or screens), you might need a third person.
   Typical cost: £600–£1,200 for the team, depending on the duration and complexity of the event.
3. Large Events (e.g., festivals, concerts, or multi-room conferences)
   People needed: A larger team, including sound, lighting, and video technicians, as well as stagehands to set everything up. For very large events, you may need a dedicated technical manager.
   Typical cost: £1,500–£5,000 or more, depending on the scale and technical demands.

By starting with the people, you’re not just spending smarter—you’re setting yourself up for success. A skilled technician can make even a basic setup shine, while no amount of equipment can save an event without the right expertise.

Final Thoughts: Plan, Prioritise, and Succeed

When setting your AV budget, start with this: Who will help make your event a success? Allocate for the people first, then use what’s left for the equipment.

If you’ve done this event before, remember to build on past results: add 10% if things went well, or invest 50% more if they didn’t. This way, you’ll avoid repeating mistakes and ensure your AV delivers what your event needs.

Still not sure what your AV budget should be? Schedule a call with us—we’re here to guide you and help you plan and prioritise for a successful event.