How to Read an Event AV Quote

An AV quote can look like a parts list: speakers, mixer, mics, lights, screen, a few lines of labor and a total. It is hard to tell whether the price is fair, whether something is missing, or why one company came back at half the price of another. Once you know how quotes are built, they get much easier to read.

We will use our own published rate card as a working example, since every line on it has a public starting price.

The three parts of every AV quote

1. Equipment

   The gear itself: speakers, subwoofers, mixers, microphones, lights, projectors, screens, cameras, drape. Sometimes listed item by item, sometimes bundled into a service like "presentation sound."

2. Labor

   The people who set up, run and tear down the gear: audio engineer, lighting operator, camera operators, stagehands. Labor is often billed by the hour with a minimum call.

3. Logistics

   Delivery, setup and strike, travel, parking, and sometimes power, rigging or venue fees.

A quote that only shows equipment is not finished. Someone has to run that mixer.

A sample itemized quote

Here is how a mid-size corporate event might look using our rate card. These are starting prices for a 4-hour corporate or private event; longer events are quoted by the hour.

Notice what is spelled out: what each service includes, the unit price, the minimum, and the logistics line. That is what you want from any vendor's quote.

Line items that hide costs

Most budget surprises come from a handful of lines. Look for these on every quote you get.

• Labor hours vs event hours. Does a "4-hour event" include setup and strike time, or is crew time counted separately from load-in to load-out?
• Overtime. What is the hourly rate if the program runs long, and who approves it on the night?
• Minimum calls. Extra technicians are often booked in blocks. Our additional AV technician is $95 per hour with a 4-hour minimum, for example.
• Delivery and travel. Is it a flat fee, per mile, or included? If it is per mile, ask where the miles are counted from and whether it is one way or round trip.
• Minimum quantities. Drape, staging and lighting often have minimums.
• Power. Large sound and lighting may need dedicated circuits, which some venues charge for.
• Venue fees. Some hotels charge outside AV companies a fee for using their ballroom, or require their in-house team for rigging.
• Service charges and tax. Some quotes add a percentage at the bottom. Know whether the total is the total.

Ask every vendor one question in writing: "Is there anything that could be added to this invoice after the event?" The answer tells you which lines to watch.

Read the specs, not just the names

Two quotes can both say "sound system" and mean very different things. A pair of speakers on sticks is a sound system. So is four tops, two subwoofers, a digital mixer, four wireless mics, monitors and an engineer. Both have a place: the first is right for a 60-person breakfast talk, the second for a 400-person gala with a band.

The same goes for projection. A projector's brightness (lumens) and the screen size should match the room. A bright ballroom needs more light output than a dim conference room. Our post on LED walls vs projectors explains when each one makes sense.

How to compare two quotes fairly

1. Line them up by service

   Sound with sound, lighting with lighting, video with video. Mark anything that appears on one quote but not the other.

2. Match the hours

   Is one quote for 4 hours and another for 6? Is setup counted inside or outside those hours?

3. Match the crew

   Who is on site, and is anyone dedicated to running the gear during the program?

4. Match the logistics

   Delivery, travel and strike: included or extra?

5. Ask about the room

   Did the vendor ask about your guest count, room size, ceiling height, power and agenda? A quote built without those questions is a guess.

A cheaper AV quote is often missing a person, not a speaker. Find the line where someone runs the show.

Questions to ask before you sign

• Who is the technician on site, and do they stay for the whole program?
• What backup gear comes with you: spare mics, batteries, cables?
• When do you arrive, and when will the room be ready for a sound check?
• What do you need from the venue for power and load-in?
• Will you send a certificate of insurance to the venue? See our guide to certificates of insurance.
• What is the deposit, and what is the cancellation policy?

For a full pre-event list, use our corporate event AV checklist, and for typical market pricing, our guide to event AV production cost in Los Angeles. When you are ready, you can build an itemized quote from our menu and get it within one business day.

Frequently asked questions