Definition

AV (audiovisual).

AV (audiovisual) is the technical equipment and support an event needs beyond the basic room — microphones, speakers, projectors, screens, lighting and livestream gear — supplied either by the venue's in-house team or by an outside AV vendor.

For a wedding it might be one microphone for the toasts; for a conference it can be a stage, three screens and a technician all day. Either way, AV is one of the easiest lines to under-quote and one of the most noticeable when it fails.

What AV usually includes

AV covers anything that makes sound, shows an image or lights the room in a way the house lights cannot. Venues with their own equipment rent it per day or per event; others work with a preferred AV company, and many let clients bring their own supplier. Prices vary a lot by city and venue, but the ranges below are typical day rates in the US.

Category	Typical items	Typical day rate
Audio	Wireless handheld or lavalier mics, PA speakers, mixer	$75–$150 per mic; $250–$600 for a PA
Video	Projector, screen, displays, laptop switcher	$300–$800 per projector and screen
Lighting	Uplighting, stage wash, spotlights, gobos	$25–$50 per uplight
Streaming	Cameras, encoder, recording, hybrid meeting kit	$1,500–$5,000+ per event
Labour	Technician to set up, run and strike	$65–$125 per hour

In-house AV often carries its own service charge of 20% or more, and power, rigging and staging can be extra.

In-house AV vs an outside vendor

In-house AV is convenient: the team knows the room, the power and the house sound system, and there is one bill. An outside vendor can be cheaper or more specialised, but venues often charge a patch or power fee of $150 to $500 to connect to their systems, and ask for proof of insurance and a set load-in time. Outside AV companies belong on the vendor list with a named contact.

Whichever route the client takes, AV needs to be planned with the rest of the event. Screens and stages take floor space, so they affect the floor plan and capacity. Setup and sound checks need time before guests arrive, and the cues — walk-in music, speeches, a slideshow — should be on the run sheet and the BEO so the captain and technician are working to the same timeline.

Common mistakes to avoid

Quoting equipment but no technician, then finding nobody can run the slides.
Forgetting the patch fee, insurance or load-in rules for an outside AV company.
Placing the screen after the floor plan is final, and losing a table of guests.
No sound check or rehearsal time in the room booking.

Example. A 200-person conference day uses in-house AV: two wireless mics at $100 each ($200), a projector and 10-foot screen package ($650), PA speakers ($400) and a technician for 10 hours at $85 ($850). That is a $2,100 subtotal, plus a 22% AV service charge ($462), for $2,562 before tax. An outside vendor quotes $1,800 for the same kit and technician, but the venue's $250 patch fee brings it to $2,050 — still $512 less, as long as the vendor meets the venue's insurance and load-in rules.

Related terms

Full banquet & catering glossary
Vendor list — where outside AV companies and their contacts are recorded
Event floor plan — where screens, stages and tech tables are placed
Run sheet — the timeline for sound checks and cues
Setup fee — the charge that may include AV setup labour
Venue capacity — which drops when staging and screens go in

FAQ

AV (audiovisual) — common questions.

What does AV stand for in events?

AV stands for audiovisual: the sound, video and lighting equipment an event needs beyond the basic room, such as microphones, speakers, projectors, screens and livestream gear, plus the technicians who run it.

How much does event AV cost?

It ranges from about $100 for a single microphone to $2,000 to $3,000 for a typical conference day with mics, a projector, speakers and a technician. Livestreaming and stage lighting can add several thousand dollars more.

Can I bring my own AV company?

Many venues allow it, but expect a patch or power fee, a request for proof of insurance and set load-in times. Some venues require their in-house team for anything connected to the house sound system.

Is AV included in room rental?

Usually not, beyond basics such as house lights, a built-in sound system or a single screen in a meeting room. Microphones, projectors, staging and technicians are normally charged separately.

Track every mic and projector by date.

If your venue owns its AV kit, LightCater's rental inventory add-on shows availability by date, checks equipment out and back in, and records damage charges — while the BEO keeps room setup and timing in front of the team. Try it free for 14 days, no credit card to start.

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