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Event AV/Tech Cost Estimator

Create a high-level budget for your event's audio-visual and technology needs, from the main stage to breakout rooms.

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Budget Accurately

Avoid surprises by forecasting one of the biggest event expenses.

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Negotiate Better

Go to vendors with a clear understanding of your expected costs.

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Allocate Resources

Understand how costs are split between rooms, labor, and equipment.

The calculator

Run the numbers

AV/Tech Cost Estimator
Results

Enter values and click Calculate to see results

The theory

Understanding AV/Tech Costs.

Event audio-visual (AV) and technology costs can be one of the most significant and complex parts of a conference budget. They typically include equipment rental (screens, projectors, microphones, lighting), internet/Wi-Fi infrastructure, and skilled labor for setup, operation, and teardown.

/ Formula

This calculator provides a high-level estimate based on common components. Your actual costs will vary based on the provider, venue, and specific technical requirements of your presentations and speakers.

Total Cost = Main Hall Cost + (Breakout Rooms × Cost per Breakout) + (Labor Cost × Days)
/ Industry standard

A basic package usually includes a projector, a screen, a microphone, and speakers. More advanced packages can include stage lighting, multiple large-format displays (LED walls), livestreaming equipment, wireless microphones, and confidence monitors for speakers. Labor costs typically include setup, a show-day operator, and teardown.

Questions, answered

Frequently asked questions.

A basic package usually includes a projector, a screen, a microphone, and speakers. More advanced packages can include stage lighting, multiple large-format displays (LED walls), livestreaming equipment, wireless microphones, and confidence monitors for speakers.
You are paying for highly skilled technicians who are experts in setting up and operating complex audio-visual systems. Their work is critical to a smooth, professional event. Labor costs typically include setup, a show-day operator, and teardown.
Yes, and there are pros and cons to both. In-house providers know the venue intimately, which can be a major advantage. However, third-party providers may offer more competitive pricing or specialized equipment. Always check your venue contract for exclusivity clauses or fees for using outside vendors.
Simplify your needs. Ask speakers if they can use a standard presentation format to avoid complex changeovers. Use a single, well-equipped main stage rather than having complex AV in every breakout room. Rehearse thoroughly to minimize the need for last-minute changes or extended technician time.
Wi-Fi is a critical tech component. Costs can vary dramatically based on the number of attendees and the required bandwidth (e.g., simple email access vs. high-definition video streaming). This calculator assumes Wi-Fi costs are bundled into the package costs, but you should always request a separate line item for it from your provider.
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