Why They’re High, Why They Matter, and How to Save
Audiovisual (AV) technology is one of the most overlooked costs in event planning, often catching organizers off guard. Rising demand, supply-chain challenges, and increasingly complex tech are pushing AV costs higher than ever.
However, with strategic planning, event organizers can ensure they focus spending where it matters most. This guide explains why AV costs are rising—and how to stay on budget without compromising quality.
The Biggest AV Costs & Considerations
The first step in optimizing your AV budget is knowing where the major expenses originate. Here are three key AV costs to plan for:
- Labor and Overtime Costs
On-site technicians manage complex AV setups. Larger events require more staff, and their expertise plus overtime premiums drive costs up quickly.
- Venue Fees and Internet Bandwidth
Venues may add charges for rigging, power, and vendor exclusivity. The Internet is another major line-item—reliable shows need a dedicated feed separate from attendee Wi-Fi, and venues often price bandwidth high.
- High-Resolution and Advanced Tech Needs
AV goes beyond visible hardware. Storage, processing, secure networks, and experiential technology—like LED walls and custom graphics—add impact and cost.
How to Save on AV Costs
AV is critical to seeing, hearing, and experiencing your message. Here’s how to control spend without sacrificing quality:
1. Get Serious About Pre-planning and Rehearsal
The best way to curb AV costs is to lock the plan early and keep teams aligned throughout the process.
One of the most significant ways to mitigate AV costs? Ensure presenters rehearse before the full tech run-through.
Use a Speaker Ready Room so presenters can practice without tying up the tech crew. (Read more)
2. Negotiate With Your Venue Before Signing the Contract
Rigging, internet, and exclusivity fees can often be negotiated, especially when you’re already spending on rooms and catering. A partner like Stagedge can review contracts and strike unnecessary costs. (See how we cut a power charge from 600 amps to 100 amps.)
3. Use AV Equipment Strategically and Often
Consider what equipment and assets you can reuse across events. Modular stage setups, reusable on-site graphics, and other scenic materials can reduce costs event-to-event.
Think strategically about your audience experience. Do you really need to livestream your event? High-quality recordings—which can be repurposed for future marketing or internal training—might serve your audience while removing the expense of on-site streaming gear. Treat AV costs as part of your long-term business strategy to boost ROI.
4. Combine Vendor Services for Greater Efficiency
Specialised vendors can be useful, but a single production partner with multiple capabilities often saves money overall. Consolidating services improves coordination and lets you leverage packaged pricing.
Venue fees can often be negotiated — especially for clients already spending big on lodging, food & beverage and more.
Whenever possible, use local labour; fly in specialists only for essential roles. This cuts travel expenses and pairs you with crews familiar with the venue. Stagedge keeps a global network of technical professionals so clients can tap local talent for cost and logistics efficiency.
5. Don’t Underestimate the Significance of AV
Clients often prioritise “tangibles” like food over AV. But if no one can hear the message, the meeting’s purpose is lost. Organisers might approve expensive bottled water yet decline a few extra microphones that make the programme flow smoothly.
What’s your per-person cost for everyone to see and hear your message? No detail is more important.
Tip: help your team understand AV’s value. Calculate per-person AV cost just as you do coffee or lunch—then prioritise core tech so every attendee sees, hears, and feels the programme.
For budget-conscious clients, invest in the essentials that let audiences experience your message.
6. Co-locate Multiple Events
Combining several business units or regional meetings into one larger event with a shared budget can yield significant savings—a trend Stagedge sees increasingly.
Get the Best AV for Your Budget
Navigating AV technology and budgeting is complex, but you don’t have to do it alone. Stagedge offers expert guidance, transparent pricing, and a global support network to help you maximise your budget while delivering unforgettable events. For last-minute AV tips, read 3 Tips for Handling “Oh Sh*t” AV Moments.
Stagedge: Creating Immersive Experiences for 50 years — New England's full-service event-production company, conceiving and executing live, virtual, and hybrid brand experiences worldwide.