A 9am presentation in a third-floor meeting room can become stressful very quickly if the projector is still in a warehouse, the screen will not fit in the lift, or nobody is booked to connect the sound. So, does AV hire include delivery? Sometimes, but it should never be assumed. Delivery, setup, collection and on-site support can be priced and arranged in different ways depending on the supplier, the equipment and the venue.
For London events, the practical detail matters as much as the kit itself. Before confirming a hire, check exactly what will arrive, when it will arrive, who is responsible for installation, and whether collection is included. A clear answer protects your budget and gives your event team one less thing to manage.
Does AV hire include delivery as standard?
There is no single industry rule. Some AV suppliers include local delivery within a package price, particularly for larger orders or standard weekday bookings. Others charge separately based on postcode, vehicle size, access requirements or the time of delivery. A collection charge may also be quoted separately, even where delivery is included.
This does not necessarily mean one option is better value than another. A lower equipment-only price can look attractive until you add transport, carrying, installation and collection. Equally, a bundled price can be the better choice if it includes the operational work needed to get equipment working correctly at your venue.
Ask for a written quote that separates the equipment hire from any delivery and collection fees. It should also confirm whether setup is included. That makes it easier to compare suppliers properly and avoids surprises after the event.
What delivery should cover for an AV event
“Delivery” can mean anything from leaving flight cases at a building reception to taking equipment into the event space and making it operational. For a simple microphone hire collected from a local depot, you may only need the first option. For a conference, exhibition stand or product launch, you will usually need considerably more.
A useful AV delivery service normally starts with an agreed arrival window and a named contact at the venue. The driver or technician should know where to unload, how to reach the room, and whether access restrictions apply. Where setup has been booked, the equipment should be positioned, connected and checked before handover.
For many events, the difference between delivery and installation is crucial. A projector delivered in its case is not the same as a projector mounted or placed correctly, focused on the screen, connected to a laptop and tested with the room lighting. The same applies to PA systems, LED screens, video walls and stage lighting. These systems often need technical knowledge, safe cable routing and time to test.
AV2Hire can advise on the right level of delivery and setup for the event, rather than supplying equipment that leaves your team to solve venue issues on the day.
The details that affect the delivery price
London delivery costs are often based on more than distance. Central locations may be close to the supplier but still take longer to serve because of loading restrictions, congestion, parking and security procedures. A venue with a dedicated loading bay and goods lift is very different from a fourth-floor office with a small passenger lift.
When requesting a quote, provide the full venue address and the exact room or event area. Mention stairs, lifts, narrow corridors, long internal distances and any need to cross a public area. If the venue has a loading bay, confirm its height limit and booking procedure. Hotels, conference centres and exhibition venues frequently require deliveries to be booked in advance.
Timing also changes the cost and the level of planning required. Standard weekday delivery is usually the simplest arrangement. Early mornings, late evenings, weekends and bank holidays may need a dedicated slot or additional staff. If your event starts at 9am, equipment may need to arrive the evening before or well before guests enter the building. That is not over-cautious planning – it creates enough time for setup and testing.
Delivery, setup and collection are separate decisions
It helps to treat each stage of the hire as its own service requirement.
Delivery brings the equipment to the agreed venue. Confirm whether this includes carrying it from the vehicle to the event room.
Setup places, connects and tests the equipment. This may include setting up a projector and screen, tuning a PA system, positioning microphones, or configuring video playback. Complex systems may require an on-site technician during the event.
Collection removes the equipment after use. Find out whether the supplier can collect immediately after the event, the following morning, or on the next working day. Late-night collection can be useful where a venue requires the room to be cleared, but it should be agreed before booking.
For a small internal meeting, delivery with straightforward setup may be enough. For a gala dinner, live panel discussion or multi-room conference, the sensible choice may be delivery, full installation, an operator and scheduled de-rig. The right service depends on the technical risk, the schedule and how much responsibility your own team can realistically take on.
Questions to ask before you book
A quick conversation before confirming the hire can prevent most delivery problems. Ask whether the quoted price includes delivery and collection to your postcode, whether carrying to the event room is included, and whether installation is part of the service.
You should also ask about the agreed delivery window, the latest collection time, and what happens if the venue delays access. If your event is in a busy building, establish who will meet the delivery team and provide access to the loading bay or lift. A mobile number for the on-site contact is particularly useful on event day.
For equipment such as large screens, staging, speaker systems or multiple flight cases, ask how many people will attend for delivery and setup. One person may be suitable for a small display and laptop connection. Larger or heavier equipment may need a two-person team for safe handling and efficient installation.
Finally, check whether the supplier has allowed for all the accessories. A screen needs suitable cabling, a presentation often needs an HDMI adapter, and a PA system may need microphone stands, power distribution and cable covers. The equipment list should reflect how the event will actually run, not just the headline items.
When collection and self-transport make sense
Collecting AV equipment yourself can work well for compact, familiar items. A small projector, portable screen or single wireless microphone may be easy to transport if you have the right vehicle, enough time and someone comfortable connecting it. It can also suit a flexible event where collection and return can happen during normal business hours.
However, self-transport has limits. Projectors, displays and speakers need to be secured properly in transit. Larger screens and professional audio equipment can be awkward, heavy and vulnerable to damage if handled incorrectly. You also need to allow for parking, loading, unloading and the journey back after a long event day.
Delivery and setup are usually better value when the venue has complicated access, the equipment is high-value or bulky, or there is no room for technical mistakes. The cost is not only about transport. It buys time, accountability and a tested system before your audience arrives.
A practical way to compare AV quotes
Do not compare quotes by the day rate alone. Look at the complete event requirement: equipment, transport, setup, testing, collection and any on-site support. A quote that costs slightly more but includes delivery to the room, professional installation and next-day collection may remove several tasks from your event plan.
Be open about the event schedule and venue restrictions from the start. A good AV supplier will ask the practical questions early, recommend suitable equipment and explain any delivery costs clearly. If a detail is uncertain, such as final room allocation or a venue loading slot, flag it rather than hoping it will be straightforward later.
The best arrangement is the one that gives you working equipment in the right place, at the right time, with a clear plan for removal afterwards. Confirm those points on the quote, and you can focus on the people and purpose behind the event rather than the flight cases at the door.