How Much Does AV Cost for a Conference? (With a Real-World Examples)

As Director of Sales & Marketing at Centric Events, with over 12 years in this industry and experience supporting some of the top brands in Arizona and beyond, I’ve seen hundreds of conference budgets come across my desk. Here’s what I’ve learned: a professional AV company should be transparent, honest, and focused on creating the best solution for your event — even if that means recommending a more budget-friendly option.

I always tell my clients: if your budget allows, a video wall is the single best way to make a big impact at your event. Not because it increases our contract total, but because it offers unmatched visual impact and creates a memorable experience for your attendees. Similarly, while lighting adds polish, audio is mission-critical. In my experience, audiences will forgive a lot, but not bad sound. And when it comes to video, trying to save too much by cutting projector quality or reducing screen size almost always backfires.

Labor is another area where planners often have questions. I always make sure clients understand the difference between show technicians (the team running your event) and setup/strike labor (the crew setting up and tearing down). These labor costs are rarely negotiable — most reputable AV companies don’t profit on labor — but equipment choices often have room for flexibility.

At Centric, we approach every event with this mindset: design the right solution, not just the most expensive package. Whether you work with us or another AV partner, you deserve clarity, honesty, and a plan that fits your event goals.

---

What to Expect for a Clean, Sleek AV Setup

For a 300-person, 3-day corporate conference with a few breakout rooms, most planners should budget between $25,000 and $50,000 for a clean, sleek, professional AV setup. This includes:

• Professional audio (PA system, wireless mics, mixers)
• Stage wash and uplighting
• Quality projection or screens
• Basic IMAG (camera and screen support if needed)
• Skilled technicians to run the show
• Setup and strike crew
• Transparent delivery and power costs

This level of production delivers a polished, impactful experience without unnecessary extras.

For highly produced, large-scale conferences with advanced scenic, multiple camera angles, full LED video walls, and livestreaming, costs can rise to $200,000 or more. But this won’t apply to most readers planning standard corporate meetings or conferences.

---

Full AV Cost Breakdown

Audio

Expect to budget $5,000–$10,000 for standard audio (PA system, wireless mics, mixers, breakout audio). Larger systems with more microphones, recording, or entertainment support can bring audio up to $40,000 or more.

Video

Video can start at $3,000–$7,000 for basic projection and screen packages. As I always tell clients: the lower the video cost, the smaller and dimmer the screens tend to be. Video walls significantly increase costs (often $30,000+) but are absolutely worth it if your goal is to create a dramatic, high-impact experience.

Lighting

Basic lighting (stage wash, uplighting) typically runs $3,000–$7,000. A fully designed lighting environment can go beyond $50,000, depending on complexity.

Staging & Scenic

Basic stage decks and drape are generally $2,000–$5,000. Custom scenic and branded builds can exceed $20,000.

Labor

We break this into two parts:

• Show technicians: audio tech, video tech, lighting tech, breakout tech, project manager, technical director (for complex or streamed events).
• Setup/strike labor: load-in/load-out crew, stage and equipment setup, teardown.

At Centric, we see all-in labor for this type of event average around $10,000, sometimes lower or higher depending on complexity. These costs are usually not negotiable.

Delivery, Power, and Miscellaneous

At Centric, we keep delivery fees at cost (truck, fuel, driver time). For local events, this is typically $300–$400 each way. For out-of-state events, we provide a freight quote at cost, with no markup. Many AV companies don’t — so always ask your provider how they handle logistics pricing.

Venue power tie-ins, patch fees, and related costs usually land between $1,500–$5,000.

---

Cost-Saving Tips and Negotiation Insights

Here’s what I’ve learned after more than a decade in this business:

• Negotiate in-house AV fees before signing your venue contract. We’re passionate about this — you can call us anytime for guidance, even if we’re not your AV provider.
• Ask if the venue owns the stage. Often, they’ll include it at no cost as a value add.
• Have your AV partner quote power to ensure you aren’t overpaying.
• Ground-stacking gear instead of rigging can reduce costs dramatically without sacrificing production value.
• Consolidate breakout setups where possible to minimize labor and equipment.

---

Final Thoughts

At Centric, we’ve supported everything from sleek 300-person conferences to flagship corporate events for major national brands. We’ve even been called into high-cost markets like LA and Palm Springs because our pricing — even with travel — is often more competitive than local providers. Why? We don’t pad costs, mark up delivery, or hide fees.

If you want to explore options, or just want a second opinion on your AV plan, I’m always happy to share what I’ve learned. The most important thing is delivering an outstanding event experience while protecting your budget.