How Much Does It Cost to Hire AV Equipment?
- Matthew Hampshire
- Jan 13
- 4 min read
The honest answer is that it depends. But that does not mean pricing should feel confusing or unclear.
In this guide, we break down how AV hire is priced in the UK, what affects the cost, how daily and weekly rates work, and what theatre week rates mean. The aim is to help event organisers understand what they are paying for and how to budget more confidently for their event.
What Is Included in AV Hire?
AV hire usually refers to the temporary rental of equipment needed to deliver an event successfully. This can include:
Sound systems and microphones
Lighting for stages, rooms, or atmosphere
LED screens, projectors, and screens
Staging, rigging, and truss
Control equipment and cabling
Delivery, setup, operation, and derig
Some companies price equipment only, while others include technicians and logistics as part of the package. This is one of the biggest reasons quotes can look very different between suppliers.
How AV Hire Is Priced
AV hire pricing is usually built from several elements rather than a single number.
Equipment Value and Type
Professional AV equipment is expensive to purchase, maintain, test, and insure. Higher quality systems cost more to hire but deliver better reliability, coverage, and sound or visual clarity.
For example:
A basic powered speaker system costs far less than a large format PA for a live band
A standard projector is cheaper than a high brightness laser projector
Static lighting is priced lower than moving head fixtures
Quantity of AV Equipment
More microphones, more speakers, larger screens, or longer truss runs all increase costs. AV pricing scales with the size and complexity of the event.
Labour and Expertise
AV hire is not just about the kit. It is also about the people who design, install, operate, and remove it safely.
Labour costs may include:
Pre-event planning and system design
Delivery and collection
Setup and derig
On-site technicians or operators
Highly skilled technicians are a key part of reliable AV delivery and are factored into pricing.
Daily AV Hire Costs Explained
Most AV hire companies work on a single day rate as a baseline.
A day rate typically assumes:
Equipment is delivered, installed, used, and removed within one day
No overnight hire or multi-day use
Standard working hours
As a very rough guide:
Small meeting or presentation setups may start from a few hundred pounds
Medium corporate or awards events may sit in the low thousands
Large productions, concerts, or festivals scale significantly beyond this
These are not fixed prices but typical ranges to help with early budgeting.
Multi-Day and Weekly Hire Rates
When equipment is used over multiple days, AV companies do not usually charge full day rates for every single day.
Instead, many operate on a multi-day or weekly rate model.
A common structure is:
Day 1 at full rate
Additional days at a reduced percentage
A capped weekly rate
This reflects the fact that once equipment is installed, the extra wear, handling, and logistics are reduced.
For example:
A three-day conference will cost less than three separate one-day events
A week-long installation will be priced more efficiently than seven individual days
Always ask how additional days are calculated, as this varies by supplier.
What Is a Theatre Week Rate?
Theatre week rates are designed for productions that rehearse and perform over a longer period, such as:
Theatre shows
Pantomimes
Touring productions
Amateur and professional drama
A theatre week rate usually assumes:
One get-in and one get-out
Equipment remains installed for the full week
Rehearsals and performances happen across several days
Because the equipment is not being moved daily, theatre week rates are significantly more cost-effective than standard daily hire.
This model supports creative productions while keeping budgets realistic and sustainable.
Why AV Quotes Can Look So Different
Two AV quotes can vary greatly even if they appear to cover the same event. Common reasons include:
Different equipment quality or brands
Different assumptions about staffing
Different levels of redundancy and backup
Different approaches to safety and testing
Experience and planning time included or excluded
Cheapest is not always best. Reliable AV is about preparation, system design, and problem-solving as much as equipment.
How to Get an Accurate AV Budget Early
To get a realistic idea of costs early, it helps to provide:
Event type and audience size
Venue details and access times
Dates and duration
Any performances or presentations
Your approximate budget range
A good AV company will help you shape a solution that fits your needs rather than upselling unnecessary equipment.
Final Thoughts
AV hire costs are not random numbers. They are built from equipment value, expertise, time, and logistics.
Understanding how day rates, weekly rates, and theatre week pricing work helps event organisers:
Budget more confidently
Compare quotes more fairly
Make informed decisions about production quality
If you are planning an event and want clarity rather than confusion, speaking to your AV provider early is always the best place to start.
Still unsure what your event might cost?
Every event is different, and the best way to get clarity is to talk it through. If you are planning an event and want transparent advice on AV hire, we are always happy to help you understand your options and build a realistic budget.
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