How To Calculate AV Production Costs

• Audio: Microphones (wireless, wired, lavalier), speakers (PA system, monitors), mixers, audio interfaces.
• Visuals: Projectors, screens (front/rear projection, LED walls, monitors), video switchers, cameras, video playback systems.
• Lighting: Stage lighting, uplights, intelligent lighting, dimmers, lighting consoles.
• Staging & Rigging: Truss, risers, stage elements, drapery, rigging points (often venue-specific charges).
• Computers & Control: Laptops, media servers, presentation software, show control systems.
• Cables & Accessories: All necessary cabling, power distribution, stands.
• Special Effects: Pyrotechnics, haze machines, confetti cannons, etc. (if applicable).

Note: The age and quality of equipment, as well as the brand, can significantly impact rental costs. Newer, high-end equipment will be more expensive.

Labour is often the largest portion of an AV budget (40-60%).

• Project Manager: Oversees the entire AV production, coordinates with the client and team.
• Technical Director: Manages the technical aspects of the show.
• Audio Engineer: Responsible for all sound, mixing, and ensuring clear audio.
• Video Engineer: Manages all video elements, projections, and camera feeds.
• Lighting Director: Designs and operates lighting.
• Camera Operators: For multi-camera setups, especially for recording or live streaming.
• Crew/Technicians: For setup, strike, and general support.
• Crew Travel & Accommodation: If the event is out of town, these costs will apply, including per diems for food.

Note: Labor rates vary by experience and the specific role. Daily rates can range from £300 to £550, often 10-12 hour days will be standard. Be aware of how companies bill for overages.

Transportation fees for event load-in and load-out are a crucial component of the overall AV production cost

• Type of Vehicle: The size and type of vehicle needed will be a primary determinant. This can range from a small van for a basic setup to multiple large trucks (e.g., 7.5T, 18T, artic lorries) for a major production with stages, LED walls, and extensive lighting.
• Distance: The mileage from the AV company's warehouse to the venue and back is a direct cost factor. Companies often charge a per-mile rate or a flat fee based on distance bands. For example, some companies might charge £0.45 per mile, plus a general delivery fee.
• Number of Trips: If the amount of equipment requires multiple trips, or if certain items need to be delivered at different times, this will increase the cost.
• Specialty Vehicles: Some equipment, like heavy rigging gear or oversized LED panels, might require specialized transport with lifting capabilities (e.g., tail lifts) or specific certifications, adding to the cost.

• Rigging points: Charges for using existing ceiling points.
• Power hookups: Fees for accessing venue power.
• Mandatory venue labor: Some venues require their own staff for certain tasks, which can be more expensive.
• Patching fees: If you bring in outside AV, some venues charge for connecting to their systems.
• Patching fees: If you bring in outside AV, some venues charge for connecting to their systems.

• Event Scale & Complexity: A small meeting needs far less AV than a multi-day conference with multiple stages and live streaming.
• Event Duration: Longer events require equipment rentals and labor for more days.
• Audience Engagement: Interactive elements, live polling, Q&A apps, or specific immersive experiences will add to the cost.
• Virtual/Hybrid Elements: Live streaming, dedicated virtual event platforms, remote speaker management, and post-production editing all add significant costs.
• Quality & Brand: Higher-quality equipment and more reputable AV companies generally come with higher price tags, but often ensure a smoother, more professional outcome.

• Contingency Fund: Always allocate 10-20% of your total estimated AV cost for unexpected issues, last-minute changes, or equipment needs.