What AV hire costs, and what a package should include

The biggest mistake buyers make is comparing quotes based on a single line item—the gear rental price—without understanding what's bundled in, what's not, and what decisions actually move the needle on total cost.

A quote with a narrower scope often excludes costs that surface later: operator time, setup and teardown labour, travel to an outlying venue, contingency equipment if something fails, technical support during the event, or power infrastructure. When you're comparing prices, you're often comparing different scope. This guide unpacks what genuinely affects cost and what a realistic package covers.

What shapes the price tag

AV hire isn't like renting a car where the rate card is mostly transparent. Cost depends on layers of decisions made long before you call a supplier.

Venue and logistics drive much of it. A corporate event in a city hotel with built-in power and loading access costs differently from a marquee in a garden with no infrastructure. A supplier must account for site visits, installation complexity, and how far they travel. Outdoor events add weatherproofing, extended setup time, and backup power—all invisible labour that inflates quotes.

Event duration matters too, but not always how you think. A four-hour wedding reception might carry the same operator cost as a full-day conference because the supplier commits a technician for the day regardless. Setup and breakdown time counts—sometimes as much as the running hours.

Equipment spec depends on your venue size and ambition. A small meeting room needs basic projection and a handheld mic. A 500-person gala needs powerful speakers, multiple camera feeds, lighting rigs, and redundant systems. Fancier gear (moving lights, video walls, wireless microphone systems with frequency co-ordination) multiplies the cost. But matching spec to actual need—rather than renting cathedral-sized sound for a 80-person boardroom event—is where you find the real savings.

Contingency and support are worth checking closely in any quote. Suppliers who budget for spare equipment, backup power, a technician on standby during your event, and callout time if something breaks mid-way can handle problems without disrupting your event. If a quote doesn't mention these, ask directly—a supplier without this cover may need to charge more on the day if trouble strikes, regardless of their price point.

What a proper package should cover

Ask every supplier what's *included* in their quote and what's *extra*. A clear breakdown protects you both.

A complete quote should spell out:

• Equipment list with specifications and quantities
• Installation and setup labour (hours, crew size)
• Breakdown and removal
• Operator or technical support (on-site, duration, number of technicians)
• Travel (or a travel surcharge if your venue is far)
• Contingency equipment and spares
• Testing and soundcheck time before guests arrive
• Warranty or liability if gear fails
• Power requirements and whether the supplier provides distribution
• Any venue-specific fees (parking, access hours, insurance)

What's *not* usually included (and will be quoted separately): content creation, video editing, live streaming infrastructure, event insurance, or hiring additional crew beyond the core tech operator.

When comparing, line up quotes with the same scope. If one includes a two-hour soundcheck and another doesn't, that's a cost driver. If one supplier travels 20km free and another charges per kilometre, flag it. If one includes backup equipment and another doesn't, ask the lower-priced supplier whether contingency cover is available as an add-on, so you can weigh the risk against the saving.

Size and crowd expectation also reshape the offer. A DJ providing their own sound for 100 people is simple hire. A live band for 300 people with stage lighting, front-of-house mixing, video projection of song lyrics, and in-ear monitors is a different animal entirely—and the quote should reflect each layer.

Once you've decoded what's in each quote, you can compare apples to apples. The true cost isn't the lowest number; it's the lowest number that covers what your event needs without surprises. Finding a supplier on Strove who itemises their quote clearly and stands behind their package—rather than one who omits scope upfront and adds charges later—is the shortcut to a smooth event and confidence in your final bill.