A meeting can look straightforward on paper – one presenter, 80 guests and a screen – then become expensive when the room has daylight, ceiling-mounted lighting, poor acoustics and a strict access window. This corporate AV budgeting guide helps London event organisers build a realistic figure before equipment is booked, while protecting the parts of the event that guests will actually notice: clear sound, visible content and reliable support.
The aim is not to hire the biggest system available. It is to match the equipment, crew and logistics to the room, audience and event agenda. A sensible AV budget gives you enough contingency to solve genuine issues without paying for specification that adds little value.
Start your corporate AV budget with the event brief
Before requesting prices, set out the practical requirements. The most useful brief covers the venue, date, guest numbers, room layout, running order, presentation format and access times. Include whether speakers will use slides, video, remote contributors, live demonstrations or panel discussions.
Audience size matters, but it is not the only factor. A 50-person boardroom session may need modest equipment, while a 50-person product launch in a bright gallery may require a high-brightness projector or commercial display. Likewise, a theatre-style conference needs sound to reach the back of the room, whereas a small round-table discussion may not need amplification at all.
Be clear about what the venue already provides. Some meeting spaces include a screen and projector, but the supplied kit may not be suitable for a large audience, detailed spreadsheets or video playback. Ask for the screen size, projector brightness, available audio connections, internet arrangements and technical restrictions. This avoids budgeting twice for equipment you can use, or relying on equipment that is not fit for purpose.
Break the budget into equipment, people and logistics
The hire price is only one part of the cost. A reliable budget separates the visible technology from the work required to get it in place and keep it working. For most corporate events, plan around four areas:
- Visual equipment, including projectors, projector screens, 4K TVs, LED screens, video walls, laptops, presentation clickers and signal distribution.
- Audio equipment, such as PA systems, handheld microphones, lapel microphones, headsets, lecterns and audio mixers.
- Event infrastructure, including staging, lighting, cameras, cable management and confidence monitors for presenters.
- Operational costs, covering delivery, collection, installation, derig, technicians, parking, loading access and out-of-hours work where required.
This structure makes quotes easier to compare. A lower equipment figure may not be lower overall if it excludes delivery, setup or the technician needed to manage a complex programme.
Visuals: budget for what people need to see
For presentations, screen size and image brightness are usually more important than buying the highest resolution available. A projector that works well in a dim boardroom may look washed out in a daylight-filled conference room. Blackout capability, room depth and screen position should influence the choice.
Large 4K TVs can be a practical option for smaller groups, breakout rooms and exhibition stands. They offer a bright, sharp image and need less space than a projection setup. Projectors often become better value where audiences are larger and a bigger image is needed. LED screens are appropriate for high-impact launches, bright spaces or venues where projection is impractical, but they should be budgeted as a premium visual solution rather than a default choice.
If several screens need the same content, allow for the correct cabling and signal distribution. This is a common omission in early budgets. A second screen is not simply the cost of the display: it may also need a stand, a longer cable run, a splitter or switcher, and time to install safely.
Audio: do not treat it as an add-on
Poor audio can undermine an otherwise polished event faster than an imperfect slide. Budget for a PA system when the audience is larger, the room is reverberant, there is background noise, or speakers need to be recorded. Consider how many people may speak at once. A panel of four requires a different microphone plan from a single keynote speaker.
Handheld microphones are dependable and suit audience Q&A. Lapel microphones give presenters more freedom to move, although they require careful fitting and battery checks. Headsets are useful for energetic presenters, live demonstrations and sessions where consistent volume matters. Wireless microphones are convenient, but venue conditions and available radio frequencies can affect the final setup, particularly in central London.
Do not forget playback audio. If a presentation includes video, music stings or walk-on tracks, the sound needs to be tested through the same system used for microphones. Laptop headphone outputs, embedded video audio and music cues can all need different connections.
Allow for setup time and venue constraints
A well-priced AV package can become costly if the venue has difficult access. Central London sites may have loading bays that must be booked, stairs instead of lifts, restricted parking, security checks or narrow installation periods between other events. Share these details early, along with photos or floor plans where possible.
Setup time should reflect the complexity of the event. A single screen and microphone package can often be installed efficiently. A multi-screen conference with staging, lighting, several speakers and video playback needs more time for cable routing, sound checks and rehearsals. Rushing installation is rarely a saving if it leaves no time to test presenter laptops or adjust the screen position.
Ask whether delivery, setup and collection are included. AV2Hire provides practical advice alongside equipment hire and can arrange delivery and setup, which is particularly useful when an office manager or marketing team does not have an in-house technical team. Knowing who is responsible for each stage prevents last-minute gaps.
Decide when a technician is worth the cost
Not every meeting needs an on-site technician. For a simple internal presentation with one screen, one laptop and a familiar speaker, a tested self-operated setup may be suitable. The decision changes when the schedule is tight, multiple presenters are involved or the content is business-critical.
A technician is a sensible budget line for conferences, awards evenings, product launches, hybrid sessions, panel discussions and events with switching between microphones, videos or cameras. They can manage sound levels, change sources, troubleshoot connection issues and keep the programme moving while the organiser focuses on guests.
It depends on the risk of disruption. If a five-minute delay would be inconvenient, self-operation may be fine. If a delay would interrupt a client presentation, senior leadership address or ticketed event, technical support is usually good value.
Build contingency without over-specifying
A contingency is not an excuse for vague planning. It is a controlled allowance for changes that commonly arise after the first brief: an additional speaker, a second breakout room, a request for recording, a venue layout change or a need for a brighter display.
For straightforward corporate meetings, a modest contingency can cover practical additions such as spare presentation adaptors, extra cable length or an additional microphone. For larger events, the contingency should also recognise possible labour changes, extended venue hours and revised delivery arrangements. Agree the point at which variations require approval, especially if several people are involved in sign-off.
Avoid spending contingency on features with no clear purpose. A video wall may look impressive, but a correctly sized screen and bright projector can be more effective for a training session. Equally, cutting the budget on sound can be a false economy when attendees cannot hear the speaker.
Compare AV quotes on scope, not headline price
When reviewing proposals, check that each supplier has priced the same job. Look at equipment models or specifications, screen size, projector brightness, microphone type, delivery times, installation, collection and technical support. Confirm whether VAT, parking, congestion-related charges, late collection and venue-specific labour are included or shown separately.
A clear quote should state what is supplied and what the client needs to provide. For example, does the price include a laptop, internet connection, lectern or staging? Does it allow time for a rehearsal? If an event runs over, is there an hourly technician rate? These questions are easier to settle before the purchase order is raised than on event day.
A practical way to control spend
Start with the event outcome, then make the essential equipment non-negotiable. For a conference, that may mean intelligible speech, visible slides and a reliable presentation source. For a launch, it may mean strong visual impact and controlled lighting. Add supporting items only where they improve the attendee experience or reduce operational risk.
Send the same detailed brief to suppliers, ask for options where the specification is uncertain, and leave enough time for a site check when the venue is unfamiliar. The best budget is not the smallest number on a spreadsheet. It is the one that gives your speakers confidence, lets your audience engage and leaves the organiser free to run the event rather than troubleshoot it.