AV Hire Pricing Explained: What Affects the Cost and Why

AV hire pricing is one of the most common questions we’re asked, and also one of the hardest to answer with a single number. Unlike venue hire or catering, AV is not a fixed product. It is a combination of equipment, planning, labour and technical expertise, all tailored to the event you are delivering.

Below is a deeper breakdown of what affects AV hire costs, with realistic ballpark figures to help you understand how budgets are formed.

AV Hire Pricing Explained

1. Type of event and scale

The type of event sets the baseline for pricing.

• Small meeting or presentation

  • Typical setup: TV or small projector, screen, laptop connection, 1–2 microphones

  • Rough cost: £150–£400 per day

• Conference or seminar

  • Typical setup: Large projection or LED screen, PA system, lectern mic, radio mics, playback and technician

  • Rough cost: £600–£1,500 per day

• Awards evening or live performance

  • Typical setup: Stage lighting, sound system, wireless microphones, control desks, on-site crew

  • Rough cost: £1,500–£4,000+ per day

• Outdoor or large-scale event

  • Typical setup: Weather-rated sound systems, larger lighting rigs, power distribution, staging, generators and multiple technicians

  • Rough cost: £3,000–£10,000+ depending on scale

    
    

As audience size, creative ambition and technical complexity increase, so does the equipment list and crew requirement.

2. Equipment specification and quality

Not all AV equipment performs the same. Specification has a major impact on cost.

• Screens and projection

  • 55”–75” TV: £60–£120 per day

  • Basic projector and screen: £100–£250 per day

  • High brightness projector or large format screen: £300–£800+ per day

  • LED video wall: £1,000+ per day depending on size

• Sound systems

  • Small PA for speeches: £80–£200 per day

  • Conference PA with multiple microphones: £250–£600 per day

  • Live band or performance PA: £600–£1,500+ per day

• Lighting

  • Basic stage wash: £150–£300

  • Architectural or themed lighting: £300–£800

  • Intelligent moving lights and effects: £600–£2,000+

    
    

Higher-quality equipment provides better clarity, coverage and reliability, which directly impacts the audience experience.

3. Number of microphones and control systems

Microphones are often underestimated in budgets.

• Wired microphone: £10–£20 per day

• Radio handheld or lapel mic: £25–£45 per day

  
  

An event with one microphone is simple. An event with ten radio microphones, in-ear monitoring or digital mixing systems requires additional setup time, testing and technical management.

4. Event duration and schedule

AV hire is typically charged per day, but duration still matters.

• Short events may still require a full day for setup and derig

• Full-day or evening events often require technician cover throughout

• Multi-day events may benefit from discounted equipment rates but still need daily crew support

  
  

A one-hour presentation can cost more than expected if it requires several hours of setup and testing beforehand.

5. Setup complexity and venue access

Venues vary massively in how easy they are to work in.

Factors that affect cost include:

• Limited load-in times

• No lift access or long carry distances

• Multiple rooms or breakout spaces

• Restricted working hours

  
  

Complex access increases labour time, which directly affects pricing.

6. Technical crew and on-site support

Professional AV hire always includes skilled technicians, not just equipment delivery.

Typical day rates:

• AV technician: £200–£350 per day

• Specialist roles (lighting designer, sound engineer, video operator): £300–£450+ per day

  
  

Crew ensure equipment is installed safely, operated correctly and issues are resolved instantly if something goes wrong. This is often the most valuable part of the service.

7. Transport, logistics and location

AV equipment is heavy, fragile and time-critical.

Costs may include:

• Local delivery and collection

• Long-distance travel

• Specialist vehicles

• Early starts or late finishes

  
  

Local events are naturally more cost-effective than those requiring extended travel or overnight stays.

8. Reliability, redundancy and risk management

Professional AV pricing includes things you may never notice on the day:

• Backup equipment

• Tested cabling and spares

• Redundant signal paths

• Pre-event checks and planning

  
  

These elements protect your event from technical failure and are a key reason professional AV costs more than basic hire.

Why hiring AV is an investment, not just a cost

AV hire is not just about speakers, screens and lights. You are paying for expertise, planning, reliability and peace of mind. A well-designed AV system enhances your message, engages your audience and reflects positively on your brand or organisation.

Cheap AV can work for very simple setups, but as soon as your event matters, professional support becomes essential.

AV Hire Pricing Explained

Speak to the team today, to see what your event will cost