Planning AV for a small business event can feel tricky, especially when you want the experience to look polished without blowing the budget.
The good news is that most AV costs follow predictable patterns, and with a little prep, you can keep everything organized and affordable. Stick around as we explain what this requires.
Before you build a budget, it helps to know what actually affects the final number. The biggest variables tend to be equipment type, labor needs, and the venue’s technical rules. A venue with strict load in hours or required in house gear can raise costs quickly, while a simple meeting room setup usually stays in the lower range.
Audio, video, and lighting gear are usually priced by the day. Even for small events, you’ll want to plan for essentials like microphones, speakers, projectors, and screens. Planners have the opportunity to reduce costs by staying focused on the core pieces instead of adding every optional upgrade.
Technical labor is often the single largest part of an AV budget. Rates depend on the event length, the number of techs needed, and whether setup must occur outside regular hours. For events in certain cities, labor might shift more than gear.
This is why researching local labor expectations via reputable providers such as AV labor in Atlanta, GA can help you forecast more realistic numbers. You’ll also be able to weigh up whether it makes sense to outsource this work rather than handling it in-house, especially if you don’t have the necessary expertise.
Some venues require you to use their in house AV team, while others allow outside vendors. As explained in an article by DojoBusiness, fees like power drops, rigging points, or internet access can influence your final spend more than you’d expect.
Once you understand the drivers, you can build a simple and flexible budget. Start by defining your event’s goals and identifying the must haves. This keeps you from spending on impressive extras that don’t actually help your audience.
Keep things simple at first. Focus on what your audience needs to see and hear. From there, estimate quantities and room layout considerations. For many small business events, a streamlined gear list covers everything without pushing the budget too far.
A checklist helps you avoid surprises and makes it easier to compare quotes later. Try starting with these items:
Room size and expected attendance
Number of microphones and screens
Load in and setup time requirements
It’s normal for two vendors to quote different prices for similar setups. Some companies own their gear, while others rent from partners. Logistics and customization also change pricing. Don’t just compare totals. Look closely at labor hours, equipment models, and overtime policies.
Small tweaks can make a big difference in overall cost. Choosing a venue with easy access, planning content early, or reducing the number of cues can all reduce tech stress and labor hours.
Share your run of show, slides, and media files early. This minimizes day of troubleshooting and prevents last minute labor extensions. Even if you’ve created slides using AI, you need to get these into the right hands sooner rather than later.
If possible, select a room that already supports your needs without heavy add ons. Natural lighting, built in screens, or strong acoustics can help reduce rented gear.
Save your diagrams, quotes, and tech notes. They’ll make planning the next event faster and smoother.
A smart AV budget isn’t about cutting corners; it’s about making intentional choices that support your event’s goals without unnecessary add ons.
When you understand what drives costs, compare quotes thoughtfully, and communicate clearly with your vendor, you’ll create a smoother planning process and a more polished experience for your audience.
With each event, you’ll build a clearer sense of what works for your small business, making future budgeting faster and easier while keeping the focus on delivering value.