How Much Does It Cost To Rent AV Equipment

Whether you are hosting a corporate conference, a wedding reception, or a product launch, Audio-visual equipment is key to creating a memorable experience, but one big question always comes up: “How much does it cost to rent AV equipment?” 

Let’s break it down so you can budget with confidence and ensure your event is flawless.

Key factors affecting AV rental costs

Diving into the number, it’s essential to understand the factors that influence AV rental pricing. Let’s start.

1. Type of equipment

Mainly there are two types of equipment: audio and visuals.

• Audio equipment like microphones, speakers, and mixers typically cost less than stage, lighting, and video walls.
• On the other hand, Video equipment like projectors, LED screens or video cameras might come with a higher cost. That further depends on the resolution and their other features.
• Lighting equipment like uplights, stage lights, or intelligent lighting tends to vary widely in cost. That depends on their complexity.

2. Event size & venue

Event size and venue greatly affect the price of the rent of AV equipment. For example, a large event space requires more speakers, screens, and cables, driving the cost. Additionally, if your event spans multiple rooms, each space will need its own set, further increasing expenses.

Moreover, outdoor venues may require weatherproof gear, which often costs more due to the edit protection needed against rain or wind.

3. Age & quality of equipment

Newer equipment with the latest features may cost more to rent. While older model equipment may save money, they lack advanced functionality or reliability.

Moreover, high-end brands like Sony or Bose generally charge premium rates due to their application and superior performance.

4. Rental duration

The longer you rent equipment, the higher the total cost. However, many companies offer discounted formality day booking; use this to your advantage and plan multi-day events.

Some companies even offer weekend discounts that can provide you very huge savings.

5. Labor and setup fees

A professional setup by skilled technicians ensures everything runs seamlessly; it can add 10 to 20% to your rental cost. Depending on the event’s complexity and location, it can go even higher. 

To understand, technician rates typically range between £40-£100 per hour, varying by region and expertise.

6. Customisation needs

Personalised setups, such as custom lighting design or branded video content, come with additional fees. These costs vary widely based on the extent of customisation and equipment needed to achieve it.

7. Location matters

AV rental costs often depend on local market rates. Rent in major Metropolitan areas like London or New York tends to be pricier than in smaller towns or rural areas.

Moreover, urban locations may include transportation and delivery fees, especially when the location is challenging to access

8. Packages and bundles

Many AV rental companies offer comprehensive packages like microphone speakers and projectors. These packages provide better value instead of renting items individually.

9. Additional factors

If your event requires on-site 24/7 support for troubleshooting, extended on-site assistance can add to costs.  Sometimes, the time of year also plays a role. 

For example, big seasons like holidays or conference-heavy months may come with higher rental rates.

What are the costs of renting AV equipment?

As described, the cost of renting audio-visual is based on several factors. However, for your help, here is a ballpark estimate of what you might expect in the costs of AV equipment rental:

Keep in mind that these are just general estimates. Thus, always try to get quotes from several companies to find the best deal for your needs.

Cost-saving tips for AV rental equipment

Furthermore, if you are worried about your AV rental budget, here are some tips to crack a perfect deal. Also, save some money, which are:

1. Choose the right equipment

Always do your research and learn about the best AV equipment. It will help you to not overpay for high tech features if basic models can do the job.

2. Book early if possible

There are lots of companies that offer discounts for advance bookings. Thus, booking early can help you gain those discounts.

3. Go for bundles & packages

There are a lot of AV rental packages that often provide better value for your money than renting individually. 

4. Pick a local provider

Picking up a local provider is the best thing to do to save some on your logistics. Especially for bulky items like speakers and lighting rigs.

5. Understand your event needs

It is important to be clear about your requirements, as it helps you avoid renting unnecessary equipment.

6. Rent During off-peak periods

If there is a season of events, then it is advised to rent in advance to get a better price.

7. DIY setup is also an option

It is not a suitable choice for everyone, but if you are tech-savvy and the event is quite small, you may consider setting this up yourself. 

8. Compare quotes from different providers

Always request multiple quotes to get the best AV rental rate for yourself.

Time to budget with confidence with AV equipment rentals

The cost of renting AV equipment varies based on your needs, event size, and duration. On average, you can expect to spend anywhere from £100 to several thousand pounds for a full AV setup. 

Moreover, by understanding the factors involved and planning wisely, you can create an unforgettable event without breaking the bank. Investing in high-quality AV equipment ensures your event stands out and runs smoothly.

Ready to get started? Reach out to a rental provider today and request a tailored quote.