How to Determine Your Audio Visual Budget for an Event

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Having the correct audio visual equipment and set-up can make or break an event. If it’s a wedding reception, you want to make sure the guests can hear the music clearly when they head out on the dance floor. If it’s a corporate event and you need to display the brand and training videos to a full room of partners and employees, you need to make sure everything is visible no matter where they’re seated. Figuring out how much to spend on this aspect of event production can be overwhelming, but it just needs some forethought and preparation. While crafting your budget, keep the following in mind.

Have a Clear Vision

Before reaching out for quotes, have a plan for your event. Ideally, this will include both written and visual examples of the intended atmosphere, but sometimes this gets fleshed out while working with an event production team. At the very least, be clear about the goals of the event, the intended audience, the parameters of the venue, and how it ties into your company or brand.

Prioritize Audio Visual Production

Because AV components comprise a large part of an event production budget, it should be dealt with early on. Audio visual equipment doesn’t have as much leeway as other categories like decorations, catering or publicity. Because you will need a specific number of speakers to project sound throughout the event space, it will be difficult to reduce your needs. Meet with an audio visual professional early in the process for a quote for the basic needs of your event; then you can consider how much you have left in your budget for upgrades.

Choose Between Renting Equipment & Hiring a Team

When torn between renting equipment and hiring an event production company, consider the skill set of your team. If they’re familiar with AV production, renting equipment will likely be more cost effective. However, supporting a large event is complicated, and even the most tech-savvy teams may not have the bandwidth to cover everything. When in doubt, it’s usually best to err on the side of an experienced company, which will help your event run smoothly without technological interruptions.


Whether it’s a corporate retreat or a charity fashion show, if you’re planning an event in the Greater Cincinnati/Northern Kentucky, Dayton or Columbus , we have the experience and the equipment to handle it all. With more than 35 years of experience and happy clients throughout the Tri-State area, we’ll bring your vision to life. ITA understands every event is unique, so you never have to worry about compromising your ideas to fit a package deal; we customize every detail to your needs. If you’re proficient with audio visual equipment, we also offer rentals. Call us at +1.800.899.8877, or email us at sales@ita.com to learn more about our services.