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Calcimator

AV Equipment Cost Calculator

Rental cost from screens, projectors, mics, and recording.

Inputs

Results

Total AV cost

$10,816.00

≈ 7 months of rent

Main room AV / day$2,360.00
Breakout rooms total$1,400.00
Recording & streaming$0.00
Technician labor$2,200.00
Setup & strike fee$2,496.00
Cost per attendee$54.08
Technicians needed2
Total Per Day4,160
How to Use This Calculator
  1. Enter the expected attendee count and event type (conference, gala, training, etc.).
  2. Set the number of breakout rooms requiring separate AV.
  3. Toggle requirements: LED wall, live streaming, simultaneous interpretation.
  4. Review itemized AV equipment cost and total AV budget.
  5. Use the cost breakdown to compare vendor quotes and identify negotiation targets.

How the result changes with Event days

Event daysTotal AV cost
2.3$12,438.00
5.55$30,014.00
9.45$51,106.00
13$70,304.00

What each input means

Attendees
Total expected audience in the main room.
Event days
Number of days AV equipment is needed.
AV tier (0=basic, 1=standard, 2=premium)
0 = PA + screen; 1 = projectors + wireless mics; 2 = LED walls + recording + stage lighting.
Breakout rooms
Number of breakout/meeting rooms needing AV.
Recording (0=no, 1=yes)
Whether sessions need multi-camera recording.
Livestream (0=no, 1=yes)
Whether the event will be live-streamed.

What each result means

Total AV cost
All-in cost including equipment rental, labor, and setup/strike.
Main room AV / day
Daily rental for main room display, audio, and lighting.
Breakout rooms total
Total AV cost for all breakout rooms across all days.
Recording & streaming
Cost for recording and/or livestreaming services.
Technician labor
Cost for on-site AV technicians.
Setup & strike fee
Delivery, setup, and teardown charges (25-35% of rental).
Cost per attendee
Total AV cost divided by attendee count.
Technicians needed
Recommended number of on-site AV technicians.

How this is calculated

Worked example, using the default values

  1. Identify Input Parameters
    4 parameters
    Attendees = 200, Event days = 2, AV tier (0=basic, 1=standard, 2=premium) = 1, Breakout rooms = 2 = 6 input(s) provided
  2. Calculate Total AV cost
    Total AV cost = grandTotal + setupStrikeFee
    10816 = $10,816
  3. Calculate Main room AV / day
    Main room AV / day = displayCostPerDay + audioCostPerDay + lightingCostPerDay
    2360 = $2,360
  4. Calculate Breakout rooms total
    Breakout rooms total = breakoutRooms * breakoutAvPerRoomPerDay * eventDays
    1400 = $1,400

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