Calculators
AV Equipment Budget Calculator
Budget audio-visual equipment for an event: sound, microphones, projection, lighting, streaming, technicians and delivery.
- Runs in your browser
- Nothing uploaded
The tool
Enter your numbers below. Results update as you type, and nothing leaves your browser.
Everything you enter stays on your own machine. Nothing is sent to us or to anyone else, which you can confirm in your browser network tab.
What people use it for
- Conference and meeting budgets
- Comparing AV supplier quotes
- Wedding entertainment planning
- Hybrid event planning
About this tool
What the AV Equipment Budget Calculator does
Audio-visual costs grow quickly with screens, microphones and live streaming. A line-item budget, with rental prices per day and technician time, makes AV quotes comparable and shows where to save.
Formula
- Equipment = Σ quantity × daily rate × days
- Labour = technicians × hours × rate × days
- Total = (equipment + labour + delivery) × (1 + tax and service)
Worked example
Using the starting values in the calculator above:
| Input | Value |
|---|---|
| Event days | 1 |
| Equipment per day | 5 entries |
| Technicians | 2 |
| Hours per technician | 10 |
| Technician rate | $65.00 |
| Delivery, setup and labour fees | $400 |
| Tax and service charge | 10% |
| Result | Value |
|---|---|
| Total AV budget | $4,125 |
| Equipment rental | $2,050 |
| Technician labour | $1,300 |
How to read the result
In-house venue AV can be convenient but expensive; check whether outside suppliers are allowed and what fees apply.
Hybrid and streamed events need dedicated technicians; do not ask the in-room team to run the stream as well.
Related calculators
- Event Day Timeline Builder: Build an event day timeline from a start time and the length of each segment, with buffers and a finish time.
- Corporate Event Cost Calculator: Budget a corporate event from venue, catering per head, AV, travel and accommodation, speakers and marketing, with cost per attendee.
- Florist and Décor Budget Calculator: Budget event flowers and décor from bouquets, centrepieces per table, installations, rentals, delivery and setup.
- Wedding Budget Calculator: Split a total wedding budget into categories by percentage, with cost per guest and a contingency allowance.
Browse every calculator in Event and Wedding Calculators, or talk to us about websites for event and wedding businesses.
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Questions
Questions about this tool
The things clients actually want to know — costs, timelines, ownership and what happens after launch.
From a few hundred for a small meeting to many thousands for conferences with staging and streaming.
For anything beyond a simple speaker and microphone, yes.
Screens and projection, lighting, the number of microphones and live streaming.
Free strategy session
Let’s build something worth finding.
Tell us where you want the business to be in twelve months. We will come back with a costed plan, a realistic timeline, and the numbers we expect to move — no obligation, no jargon.
- 30-minute call, no pitch deck
- Fixed-price proposal in 48 hours
- You own everything we build
Talk to a developer
Not a sales team
- Response time
- Within 1 business hour
- Where we work
- UK, USA & the Gulf
- Contracts
- No lock-in, monthly rolling
- Working since
- 2023