Think A/V is only another line item on your event checklist? Think again.
A/V usually takes up about 15% of your budget, averaging around $288,000. It's consistently one of the top three expenses and often the most important technical line item you'll need to manage.
If you’re not keeping a close eye on it, those costs can spiral fast.
We sat down with Jennifer Solar, VP of Marketing and Sales Strategy at Clarity Experiences, one of our affiliate partners for event production, to break down what’s impacting your A/V quotes and how you can stay ahead of it.
In this guide, we’ll break down everything you need to know about A/V for your next event, including:
Ready to dive in? Let’s break it all down before you sign your next A/V event contract.
Not all A/V costs are created equal.
According to Jennifer, one of the biggest factors impacting your A/V spend is your venue's exclusives. Some venues require you to use their in-house teams for rigging, lighting, or video (and that can change your cost structure quickly).
For example, if your venue has a rigging exclusive, anything you hang (like lights, screens, or truss structures) must be installed by their labor crew. That labor is usually priced higher than bringing in an outside, local team to do the work.
Another major driver? Labor.
You can rent similar gear from many companies, but the people running that gear make a huge difference. Higher-skilled technicians and producers come at a higher rate, but they also ensure your event runs smoothly.
“You can have gear from anyone," Jennifer explained, "but the talent behind it is what really matters."
If you want a flawless show for your corporate event, you have to invest in the right team.
You might think your A/V spend is tied directly to the size of your event (big event, big spend; small event, small spend), but that’s not always the case.
Jennifer shared a great example: If you’re hosting a small event in a huge ballroom without adjusting your space creatively, your event can feel swallowed up. Your production costs might rise as you try to "fill the room" with staging, lighting, and audio to match the space.
Smart planning can help here. If your stage and audience are small relative to the room, consider draping off sections to create a more intimate environment.
Don’t forget about the layout beyond the ballroom.
If your event is spread out across a large venue with multiple rooms and foyers, you'll probably need to invest more in branding elements like digital signage and activations. This will help make sure the experience feels cohesive from one area to the next.
Sometimes that means balancing your budget between what goes onstage and what fills the spaces in between.
Deciding between your venue’s in-house A/V team and an outside partner depends on the goals, complexity, and flexibility needs of your event.
In-house A/V is often the easiest option. It’s already built into the venue, the team knows the space well, and setup can be more streamlined. This can work well for smaller-scale events, tighter budgets, or when production needs are fairly straightforward.
Outside A/V partners are typically brought in when you want more customization, a bigger production scope, or deeper strategic involvement. These teams often offer more flexibility in terms of equipment, creative input, and technical capabilities. They can also be helpful when your event needs to stay consistent across multiple venues or cities.
Another thing to consider: working with an outside team means you're likely getting a dedicated crew that sees your event from planning to execution, not a rotating staff. That consistency can make a difference, especially if you're producing a high-stakes conference or need a tailored experience.
Here’s a quick breakdown of pros and cons for each route:
Looking to take your conference’s production (A/V) to the next level? Check out our article highlighting 3 ways to take your event production from "pretty good" to "seriously impressive".
Nobody likes getting hit with unexpected A/V costs onsite. How do you avoid it?
Jennifer’s advice: full transparency during planning. The more open the communication early on, the easier it is to create contingency plans and prepare for surprises.
Clarity also builds extra equipment into their planning. If you’re ordering 100 monitors for your exhibit hall, they might bring 120, just in case. This way, if you need last-minute changes, you're covered without a major scramble (and cost hike).
Thinking long-term helps, too. Working with the same partner year after year builds cohesion. They know your needs, your event style, and your typical "onsite surprises," which cuts down on unexpected adds over time.
If you’re incorporating hybrid or virtual components into your event, be ready for a major cost line item: internet.
Venue-provided internet, especially high-quality streaming bandwidth, is often one of the most expensive pieces of a virtual event. This isn’t a place to cut corners.
Jennifer compared it to streaming Netflix. If you don't have enough bandwidth, your livestream is going to buffer, pixelate, or crash, no matter how good your A/V team is. Always budget for the internet your event needs if you’re planning to stream content.
It’s not always about the type of event (like sales kickoffs or product launches); it’s more about the size and the experience you want your attendees to have.
If you're aiming for a big wow factor, like immersive scenic design, hard set pieces, or multiple large screens, your A/V budget will naturally go up. It all comes down to what matters most for your event.
For example, at your sales kickoff, is it more important to have a giant LED wall behind your presenters? Or is it better to create a cool physical stage set that reinforces your brand story?
Your answers will shape where you spend your A/V dollars.
Want a few pro tips to make the most of your A/V budget without watering down your event?
Use your general session room for evening entertainment, award ceremonies, or concerts. If you’ve built a stunning main room, get as much use out of it as you can.
Whenever you can, design for ground support instead of rigging. Rigging (hanging equipment from ceilings) comes with big upfront labor and equipment costs. Staying grounded can save you money.
Spend where it matters most to your attendees’ experience. A beautiful entrance or a powerful keynote session leaves more of a lasting impression than extra uplighting no one notices.
A/V helps you create an event experience that feels smooth, thoughtful, and memorable. That experience is driven by the right A/V team you choose behind the scenes.
“You can rent the same speaker from two different companies,” Jennifer said, “but the technician setting it up makes all the difference in how it sounds.”
When you work with a partner who invests in your event’s success (and who builds a team that knows your event inside and out), you set yourself up for a smoother, more impactful experience every time.
A/V is one of the most important (and most misunderstood) parts of event planning.
Understanding where the real costs come from and building the right partnerships helps you not only stay on budget but also create an event that leaves people talking long after the lights go down
If you're planning your next event and want a trusted A/V partner by your side, we’re always happy to chat and introduce you to the right teams, including our friends at Clarity Experiences. Book a meeting with our team to talk about your event goals.