What on-site technical support costs for an event

When you call an AV company for a quote on technical support, you might hear "R2,500 a day" and think you've got your answer. What you've actually got is a starting point that could double by the time the crew arrives. Understanding what's bundled in that initial number—and what isn't—stops you from being blindsided when the invoice lands.

Most cost breakdowns look simpler than they are because providers bundle differently. One company includes setup and breakdown; another charges them separately. One price assumes their equipment is already on-site; another adds transport. Someone quotes per technician; someone else quotes per function and then adds staffing multipliers. Before you compare, you need to know what layer of the service you're actually paying for.

The hidden layers that reshape the bill

On-site technical support isn't a flat rate because the work isn't flat. A technician managing a small conference panel with a projector and a mixing desk works differently from someone running a live stream across three camera angles, a guest speaker on a video call, and a lighting rig. The complexity of your programme dictates how many people you need and for how long.

Prep time is where costs multiply quietly. If your event needs a dry run the day before, that's additional crew hours. If equipment arrives broken or the venue's power setup is different from what you were told, your technician needs to troubleshoot instead of just hitting play. If your speakers or presenters arrive late and the schedule shifts, the crew stays longer. Providers who quote "all-in" often don't mention how contingencies add up.

Equipment rental and labour are priced separately by most companies. You might hire cameras, a mixing console, or additional monitors through the same firm doing the technical crew, and each item has its own daily rate. If the crew brings their own backup gear—which they should—that's sometimes absorbed into their day rate, sometimes invoiced as insurance or as kit hire. Ask directly: are the crew's tools and contingency equipment included, or will I be charged per item?

Venue-specific costs hide in the details. If your venue has no power infrastructure, crew might need to hire a generator. If the space is large or spread across multiple rooms, wireless transmission equipment becomes necessary. If your Wi-Fi is unreliable, a dedicated mobile hotspot might be hired. None of these are the venue's fault or the crew's fault—they're just factors that push the bill up, and a cheap quote often leaves them out.

Standby time and travel are two more variables. If your event runs from 6 p.m. to 10 p.m. but the crew books the whole day to build and test, you're paying for that build time whether it's explicitly listed or buried in the rate. If the crew has to travel from across the province or work overnight, some providers add surcharges; others fold it into the day rate but quote higher. A quote that seems cheap often assumes the crew is already nearby or that the event fits neatly into their schedule.

What separates a realistic quote from one that cuts corners

When you receive a proposal, the companies giving you the lowest price are often the ones leaving the most out. They might not be padding the contingency layer, or they might be assuming you'll accept a one-person crew when your programme actually needs two. They might not include a soundcheck, assuming you'll compress it into the last hour. They might not account for the fact that your guest speaker has never used a microphone, or that your video is in a format that needs converting.

A provider who asks detailed questions before quoting—about your venue's power, your Wi-Fi, your programme flow, your backup plan if someone doesn't show up, whether you need multicam or live graphics—is doing the work to give you an honest number. A provider who quotes off a two-minute phone call is guessing, and you'll pay for those guesses later.

Ask your shortlist to itemise their quote clearly: crew hours, equipment, travel, contingency buffer, and what happens if the day runs over. Compare what's actually included, not just the top-line number. The crew that costs more might be absorbing fewer surprises. On Strove, you can request detailed quotes from multiple verified technical support providers and read reviews from events like yours, so you see what others paid for similar work and what the crew actually delivered.