As the new year begins, businesses across the UK plan events, conferences, and seminars to inspire their teams and kick off the year on a high note.
But what if things don’t go as planned? Spending much of your budget on an event only to have poor sound ruins the experience. It’s not just the event that suffers; your company’s reputation can take a hit, too.
So, how can you get amazing sounds without breaking the bank? Audio speaker hire isn’t about choosing the biggest or most expensive setup. It’s about picking the right AV equipment according to your event’s size, venue, and goals.
A survey by Eventbrite found that 68% of event organisers overspend on tech because of last-minute decisions. Planning ahead and choosing wisely can save you time, money and stress.
This guide will show you how to consider the budget when hiring a speaker for the event in London.
So, without further ado, let’s get started.
1. Size matters
Just like shoes, speakers need to fit just right. A small bluetooth speaker that rocks your conference room won’t cut it for a big corporate meeting with 200 guests. Think about your space and crowd size. Small PA systems for up to 100 people might cost between £50 to £15 per day, while bigger setups for 500+ people could run £300 to £800 daily.
The good news? More is not always better; it’s about finding the right fit.
| 💡 Pro tip: Don’t overestimate your needs. A well-matched system is better than a massive setup overpowering your venue. |
2. Venue considerations
Deliveries into central London venues will incur more delivery charges. If you’re hosting an event in Zone 1, the transport will be costlier compared to the event if held on the outskirts.
| 💰 Money-Saving Tip: Larger set-ups are delivered with fewer delivery charges from most AV hire companies like AV Productions, a great central London company. (Always ask before hire) |
3. The entire package (consider what’s included?)
Dont assume the speakers are all you need. Most standard packages include:
- Main speakers
- Speaker stands
- Basic cables
- A simple mixer
But wait, do you also need:
- Microphones (wired or wireless)?
- Subwoofers for that extra bass?
- Monitor speakers for performers?
- A more Advanced mixing desk for multiple audio sources?
Each add-on increases your overall cost, so carefully evaluate what’s essential.
4. Time is everything (it affects your wallet)
Most companies charge by the day, but some offer better deals for weekend or week-long hires. Book speakers for Friday through Monday? You might get the sunday thrown in for free. Also, consider setup time and breakdown times. Will you need the equipment delivered the day before? Extra days can add up quickly.
| ⌛ Pro Tip: Book early to take advantage of early bird discounts and ensure availability during peak seasons. |
5. Hidden costs that could blow your budget
Just look at these sneaky extras:
- Insurance (some companies require you to cover the equipment)
- Setup and breakdown of service fees
- Emergency callout fees (if something goes wrong)
- Late return charges (as penalties)
- Damage deposits (usually refundable) but still something to account for upfront.
6. Tech support
For simple setups, you might manage everything on your own. But for bigger events or complex systems, hiring a sound engineer is smart. They usually charge £150 to £300 per day, but honestly, they’re worth their weight in gold when things need to sound perfect. Some speaker hire companies, like AV Productions, include a basic setup in their price.
When you hire any AV rental company, it’s better to confirm what’s included in their equipment package. This way, you can avoid last-minute surprises.
A quick cost breakdown of speaker hire In London
| Category | Approximate Cost (£) (excluding VAT) |
| Small PA System | 50-150 |
| Medium PA System | 200-500 |
| Large setups (500+ guests) | 300-800 |
| Travel & Delivery | 50-200 |
| Sound Engineer | 150-300 |
These are the average values. You must get quotes from AV hire companies for better decisions according to your event requirements.
Money-saving tip that won’t sacrifice sound quality
- Many companies offer early bird discounts
- Hire mid-week if possible
- Bundle your hire (need lights too?)
- Package deals often save money
- Consider hiring for longer periods for better daily rates
- Must check if your venue has any partnerships with audio companies
Remember>> quality speakers are worth investing in. A bargain system that fails halfway through your grand conference meeting isn’t really a bargain at all. Plan carefully, ask lots of questions, and ensure you get equipment to keep your event charming from start to end.
And here’s one last bonus tip: Always have a backup plan. Maybe that’s hiring from a company with 24/7 support or having a small backup system ready. The best sound is the sound you don’t have to worry about.
Make your event sound perfect with a budget-friendly setup
After 25 years of powering London’s most prestigious events, we understand that exceptional audio is not just about audio equipment. It’s about creating memorable experiences that resonate with your audience. Our dedication to excellence and our vast inventory of over 31,000 pieces of professional audiovisual equipment ensure your event will sound as impressive as you envision.
Dont leave your event’s audio to chance. Whether planning an intimate corporate seminar or a large-scale conference, AV Productions has the expertise, equipment, and commitment to make your event successful.
