Every venue operator has paid an AV rental invoice and thought they could have bought the thing for less. Every operator has also walked past a closet of equipment nobody has touched in a year. AV is one of the easiest places for a venue to waste money in either direction.
The question comes up at every corporate inquiry, every conference and most weddings. Getting the own-versus-rent line right turns AV from a recurring headache into a reliable source of margin.
What AV Equipment Should an Event Venue Own?
An event venue should own the AV it uses at most events, usually a house sound system, four or more wireless microphones, projectors or large displays with screens, a podium, basic uplighting and dense WiFi. Rent specialty gear used occasionally, such as LED walls, line array speakers, moving lights and multi-camera streaming. A good rule is to buy anything whose 12-month rental cost would exceed its purchase price.
The Own Versus Rent Rule for Venue AV
Two numbers decide most AV purchases. The first is how often the equipment gets used. If an item shows up in roughly a third or more of your events, owning it usually makes sense. The second is payback. Add up what you spent renting that item over the past 12 months and compare it to the price of buying it.
Then add the hidden costs of ownership. Owned gear needs storage, testing, repair and replacement, and someone on staff who knows how to run it. Equipment that only works when one technician is on shift becomes a liability the first time that person calls in sick.
AV Equipment Most Event Venues Should Own
Most independent venues hosting a mix of corporate, social and community events get the best return from a core house package.
- A house sound system with a mixer anyone on staff can operate
- Four to six wireless mics, split between handheld and lavalier
- Projectors and screens, or large displays, for each main room
- A podium, cabling and adapters for every common laptop
- Uplighting and basic stage wash for evening events
For a single 200-person room, a solid installed package commonly runs $15,000 to $40,000, depending on room size and how much is built in. Multi-room venues should prioritize the rooms that book most often.
Treat WiFi as AV. Corporate clients judge your venue by whether their presenter's video plays, and a high-density network with dedicated event bandwidth is often the upgrade that wins repeat conference business.
AV Equipment Venues Should Rent or Outsource
Some equipment is expensive, changes quickly and needs a specialist to run. Rent it or bring in a partner.
- LED video walls and large-format projection
- Line array speakers for concerts and large galas
- Moving lights, truss and rigging
- Multi-camera production and live streaming
- Simultaneous interpretation systems
A preferred AV partner simplifies this for clients. Many independent venues earn a commission from their preferred AV company, commonly 10 to 25 percent of the AV invoice, while setting rules for outside providers covering insurance, power, rigging and a house patch fee.
How to Price AV for Event Clients
Owned AV should earn money. Charge it as a package per room or as line items, and keep the price below what an outside rental would cost delivered and set up.
Here is the payback math on a simple package. A projector, screen and wireless mic kit costs about $4,500 to buy. If you previously paid $300 per event to rent the same thing and use it at 60 events a year, that is $18,000 a year in rental spend. Charge clients $250 per event for the in-house package, and the same 60 events bring in $15,000 in AV revenue. The purchase pays for itself in about four months.
Pull your last 90 days of events. List every AV rental invoice you paid, every AV item clients asked for, and every request you turned away. Sort by how often each item appears. The top three items on that list are your next purchases.
Add a technician fee for events that need someone running sound or video. Many venues charge $50 to $100 per hour with a four-hour minimum, which covers the cost of a trained part-time tech.
Track, Maintain and Replace Your AV
Owned AV only earns money if it works when the client arrives. Keep an inventory with every item's location, condition and assigned events, and check equipment out and back in for each booking. Test microphones, batteries and connections before doors open, and keep spare cables and adapters in a labeled kit.
Plan for replacement. Projectors, displays and wireless systems commonly last five to eight years with regular use, and replacement should be budgeted from AV revenue rather than found later. ShoSoft tracks inventory alongside bookings, so a projector assigned to one room shows as unavailable when another event asks for it.
Check local rules for wireless microphone frequencies before you buy, since the bands allowed can vary by country and change over time.
Start With Your Top Three Rentals
Run the 90-day rental audit, buy the three items you rent most, and put a price on them in your next proposal.
The best AV setup is the one your own team can run on a Tuesday morning.
Frequently Asked Questions
How much does AV equipment cost for an event venue?
A basic house AV package for one 150 to 250 person room, including sound, wireless microphones, a projector or displays, screens and simple lighting, commonly costs $15,000 to $40,000 installed. Larger rooms, permanent rigging and built-in video systems can push well past that. Many venues start with a core package and add equipment as rental data shows what clients ask for most.
Should a venue include AV in the rental fee or charge separately?
Both approaches work. Including basic AV in the rental makes your venue easier to compare and can win corporate bookings. Charging separately keeps the rental price lower and earns more from AV-heavy events. Many venues include a podium, one microphone and WiFi, then charge for projection, additional mics, lighting and technician time as packages or line items.
Do I need an AV technician at every event?
Not always. Simple setups, like one presenter with a microphone and slides, can be handled by a trained venue staffer. Events with multiple presenters, live music, video playback, streaming or complex lighting usually need a dedicated technician for the full program. Spell out in your contract which events require a technician and what the hourly rate is.
Can clients bring their own AV company to my venue?
Most venues allow it with conditions. Common requirements include a certificate of insurance naming the venue, approved load-in times, limits on rigging and power use, and a house patch or coordination fee for connecting to the venue's system. Some venues require outside AV companies to work alongside an in-house technician to protect installed equipment.
