Knowing your AV Hire Budget
- Projected Image Team
- May 7
- 3 min read
Picture this:
Client emails and asks for an AV hire quote
We respond asking for a budget and a few essential details
Client replies "We don't have a set budget"
We respond with a quote
Client replies "Oh, that's a bit more than we were looking to spend"
Seem familiar?
Often, we will ask for a budget right at the start of our initial communication with you, and there's good reason for that... but contrary to popular belief, it's not so we can charge right up to maximum spend!
In our world, it's far from being a trick question, rather it's so we can make sure that what we quote for is a) appropriate for your needs, and b) so that you get a realistic price.
Sometimes budgets and reality don't line up, and that's ok, we'll always be honest with you.
Without a budget, you could request a set up for a room of xx size, and we quote accordingly, only to find out you're using a 1/4 of the room as your audience is smaller, other spaces are becoming breakouts; or you could have alternative plans for the area.
Likewise if you're asking for an LED Wall, you should be mindful these come at a cost and it's good to know in advance if your budget will cover that so we can either suggest a size that works within your budget, or an alternative option instead.
So, what impacts the AV cost, and what details are useful for us to know?
Event Size: Including the room size and your audience size.
Projector vs LED Wall : As well as your budget, these depend on the ambient light within the room and viewing distance.
No. of Presenters: How many microphones + therefore radio licenses you need will depend on the number of presenters on stage, whether you have solo presenters, fireside chats / panels as well as whether they require in-ear monitors.
Lighting: Is the event being filmed or live streamed, are there specific requirements for photography or is lighting simply practical rather than decorative?
Crew: We offer our equipment on a dry-hire basis (kit only, no crew) as well as full technical production where you have qualified technicians who install, control and de-rig all equipment.
Logistics: Access timings for load-in/out, any access constraints as well as the route to get the kit from truck to event space.
Scenic: Size of staging and/or set designs, branding or other event décor
Online + Additional Elements: Are you live streaming, recording for post event edits, using live captions or autocue?
What should I include in my request brief?
We know you may not have all the details at point of initial request, but as much of the below as you can provide, the easier it is for us to make sure your quote is accurate from the offset:
Date(s) + Venue - including access times
Audience size - Within the room
No of presenters - ideally how many will be on stage per session, and at any one time (this will also help us make sure your stage quote is a suitable size)
Presentations + Videos - Will there be PPTs or video playback
Recording or live streaming - Anticipated online audience size if live streaming, preferred platform (i.e Teams, Zoom etc)
Budget range - doesn't have to be exact, but a range or rough idea helps
What we do to help make sure you get no nasty surprises?
We always like to do a site visit to a venue with you, if possible, so that we can discuss your plans, view the loading and any potential niggles that may come up in advance. We can look at the power in the room as well as any in-house features that may need to be worked around (ie low hanging chandeliers).
Our quotes include line items for every item so you have full clarity on where your money is being spent. For our full event production quotes, it also means you can see how many crew and what additional costs such as accommodation or travel, you are being charged for.
Interested?
We travel around the UK with our clients to do what we do, so reach out to our team, discuss your options and budget and let's get a quote ready for your next event!
send an email to: info@projected-image.com and let's start the conversation.
Comments