How Much Does AV Rental Cost?
One of the most common questions event planners ask is how much AV rental costs. The answer depends on your event type, venue size, equipment needs, and whether you need on-site technical support. This guide breaks down the factors that affect AV rental pricing and gives you realistic ranges to help you budget.
Factors That Affect AV Rental Pricing
Event size: A board meeting for 20 people needs a projector, screen, and a couple of microphones. A gala for 500 needs a line array sound system, stage lighting, LED walls, and a full technical crew. More people means more equipment and more labor.
Equipment type: Basic sound systems (powered speakers and a mixer) cost less than line array systems. LED walls cost more than projector and screen setups. Wireless microphone systems vary by brand, frequency range, and channel count.
Duration: Most AV rentals are priced per day. Multi-day events or events requiring overnight holds may have adjusted pricing. Setup and teardown time is typically included in the day rate.
Venue location: Delivery distance affects pricing. Events within 50 miles of your AV provider's base are typically standard delivery. Farther distances may add travel charges.
Technical labor: Do you need an on-site sound engineer? A video technician? A lighting operator? Professional technical labor is essential for larger events and is a significant part of the budget.
Typical AV Rental Ranges by Event Type
Small corporate meeting (10 to 50 people): Projector, screen, wireless microphone, portable speaker. Budget range: $300 to $800. May not require on-site technician.
Medium corporate event or conference (50 to 200 people): Professional sound system, multiple wireless microphones, projector or LED display, confidence monitor, basic stage lighting. Budget range: $1,500 to $4,000. Includes setup and on-site technician.
Wedding reception (100 to 300 guests): Sound system for DJ or band, wireless microphones for ceremony and toasts, uplighting, dance floor lighting. Budget range: $1,000 to $3,500. Pricing varies based on ceremony and reception needs.
Large gala or fundraiser (200 to 500 people): Line array sound system, stage lighting, LED wall or large projection, multiple wireless microphones, live streaming. Budget range: $4,000 to $10,000. Includes full technical crew.
Concert or festival (500+ people): JBL SRX or VTX line array, subwoofer arrays, monitor systems, stage lighting rig, front-of-house and monitor engineers. Budget range: $8,000 to $25,000+. Pricing scales with audience size and production complexity.
What Is Included in the Price
When you work with a full-service AV provider, the rental price typically includes:
- Equipment rental for the event day
- Delivery to your venue
- Professional setup and system tuning
- On-site technical operation during your event
- Teardown and removal after the event
This is a significant advantage over DIY rental, where you pick up equipment, set it up yourself, troubleshoot any issues, and return it. For anything beyond a small meeting, full-service rental saves time, reduces stress, and produces better results.
When to Go Full-Service vs DIY
Go DIY if you are hosting a very small gathering (under 30 people), have technical experience, and the venue has built-in AV infrastructure you can use.
Go full-service for any event with more than 50 attendees, any event with live presentations or speeches, any wedding, any event with live streaming, and any outdoor event. The cost of a technical failure during a corporate presentation or wedding ceremony far exceeds the cost of hiring a professional.
Get a Custom Quote
Every event is different. Harris Production Services provides free, no-obligation quotes based on your specific event details. We serve South Jersey, Philadelphia, Chester County, and the Main Line. Tell us your venue, date, guest count, and what you need, and we will put together an equipment and service package with transparent pricing. Request a free quote today.