Simple covers essentials; Elevated adds uplighting, confidence monitors, and a few moving heads; Highly Produced adds more movers, a lighting console, 10k-lumen or LED, and show roles.
Conference A/V Budget Calculator & Pricing Guide
Built for corporate planners across the U.S.: realistic per-unit ranges, line-item logic, and instant PDF export—so you can align stakeholders and vendors fast.
A/V Budget Calculator
Estimates reflect typical U.S. mid-market pricing. Venue power/rigging, union labor, taxes, delivery, and travel may apply.
0–100
101–250
251–500
501–1000
1000+
Conference A/V Pricing by Tier (Ranges)
Use the calculator to see per-unit price ranges so you can right-size budgets nationwide without guesswork. Typical U.S. mid-market pricing trends:
- Audio: Wireless mics (~$150–$250 each), digital console (~$300–$750), PA per ~150 attendees (~$400–$850).
- Video: 5k projectors (~$750–$1,800), 10k projectors for 9×16 (~$1,500–$3,200), fast-fold screens (~$350–$900), LED 9×16 ($5,500/day fixed), confidence monitors (~$300–$700), switcher/scaler (~$550–$1,800).
- Lighting: Stage wash (~$800–$1,500), uplights per 10 (~$600–$1,200), moving heads (~$500–$800/fixture), lighting console (~$1,200).
- Scenic: Stage risers per 4×8 (~$75), skirting (~$150), steps (~$100), lectern (~$100–$200), pipe & drape ~30′ (~$800–$1,500).
- Breakouts (per room): 65″ TV (~$400), small PA (~$300), wireless mic (~$150), cable kit (~$50).
Ranges vary by venue policies, union markets, inventory, seasonality, and lead time. Gear often discounts on Days 2+; labor does not.
Projectors vs LED Video Walls
For general sessions up to ~250 attendees with controllable light, projection is efficient and effective. For wide rooms, bright spaces, tight throws, or complex multi-input shows, LED delivers brightness, clarity, and flexibility—at a higher budget.
- For 9×16 screens and/or ≥150 attendees, assume 10k-lumen projectors.
- LED 9×16 avoids wash-out, excels in bright venues, and scales well for IMAG and branding.
Breakout A/V Ratios
Plan 1 roaming technician per 3 rooms. Each breakout typically includes a 65″ display, a small PA, a wireless mic, and a connection kit. Increase support if rooms are far apart or sessions are mission-critical.
Labor Methodology
- Set/Strike Crew: ~30% of Day-1 equipment subtotal (load-in/out, setup, strike).
- Daily Techs: Audio, Video (and Lighting for higher tiers) billed per full day.
- Optional Roles: Camera op, graphics op, show caller/stage manager—add for multi-camera or broadcast-style shows.
Conference A/V RFP Checklist
Include these details to improve quote accuracy nationwide:
- Venue, room names, and floor plans (with ceiling heights, rigging notes, and dock/load-in)
- Agenda with general session and breakout schedules
- Screen sizes, stage size, seating layout, and expected audience width
- Presentation sources (laptops, media players), streaming/recording requirements
- Lighting goals (stage wash only vs effects/moving lights)
- Branding/scenic needs (pipe & drape, flats, LED wall, hard set)
- Union requirements, power distribution, and internet needs
- Crew call times, rehearsals, show caller needs, comms workflow
Ready to formalize? Request a custom quote or share your RFP.
Frequently Asked Questions
How should I budget by tier? ▼
When do I need 10k-lumen projectors vs LED? ▼
For ≥150 attendees and/or 9×16 screens, assume 10k-lumen projectors. Use LED for very bright rooms, short throws, or major visual impact.
How are multi-day rates handled? ▼
Gear is full Day-1, then 50% for Days 2+. Labor is per full day, per role.
What’s standard for breakout rooms? ▼
65″ TV, small PA, one wireless mic, and a cable kit per room, plus 1 roaming tech per 3 rooms.
What isn’t included in the estimate? ▼
Venue power/rigging, union requirements, taxes, delivery, crew travel/lodging, and rush fees (<30 days).
