AV Equipment Rental for Events: What You Need and What It Costs

Audio/visual equipment can make or break an event. A keynote presentation is useless if nobody can hear or see it. A wedding reception falls flat without proper sound and lighting. Here's what you need to know about AV rental.

Essential AV for Different Event Types

Corporate Presentations / Conferences

• Projector + screen (or LED wall for larger rooms)
• Wireless lapel microphone for speaker
• Podium microphone
• Sound system sized for room (powered speakers)
• Laptop connection (HDMI splitter, confidence monitor)
• Recording equipment (optional)
• Budget: $1,000-$5,000 depending on room size

Weddings / Social Events

• DJ sound system (usually included with DJ booking)
• Wireless microphone for speeches/toasts
• Uplighting (8-16 units for average venue)
• String lights / bistro lights
• Spotlight for first dance / cake cutting
• Budget: $800-$3,000

Outdoor Events / Festivals

• Stage with roof/canopy
• PA system (line array for 200+ guests)
• Stage monitors for performers
• Generator if no power access
• Weather protection for equipment
• Budget: $3,000-$15,000+

DIY vs. Professional AV

DIY (under 50 guests): Bluetooth speaker, basic lighting. Works for casual gatherings. Budget: $100-$300.

Professional (50+ guests): Hire an AV vendor. They bring equipment, set it up, run it during the event, and tear it down. You don't need to know anything about sound engineering. Budget: $800+.

Questions to Ask Your AV Vendor

1. Is a technician included, or is it equipment-only rental?
2. What's included in the base price? (setup, teardown, cables, stands)
3. Do you do a site visit before the event?
4. What's your backup plan if equipment fails?
5. What power do you need? (amps, outlets, generator)

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