“How much does AV hire cost?” is the first question most event organisers ask — and the honest answer is: it depends. But that's not very helpful, so this guide breaks down what actually drives audio visual hire cost in Melbourne, gives you realistic ranges, and shows you how to get an accurate quote fast. By the end you'll know roughly what to budget and what questions to expect from any AV supplier.
What affects the cost of AV hire
Rather than a fixed price list, AV hire is quoted per event because six factors move the number up or down:
- Equipment type and quantity — a projector and a PA system is a small hire; LED screens, full lighting rigs and multi-zone sound is a large one.
- Event size and venue — a 30-person boardroom needs a fraction of the gear a 500-person conference or gala does.
- Crew and technicians — delivery-and-setup only, versus technicians on site running the show for the day.
- Duration — a single day versus a multi-day conference or event.
- Delivery, install and de-rig — bump-in and bump-out, access, and rigging complexity.
- Design and production — basic hire versus a designed, produced show with content, lighting looks and a run sheet.
Typical AV hire price ranges in Melbourne
As a rough guide (always confirm with a quote for your specific event):
Event type | What's usually involved | Indicative range |
Small meeting / boardroom | Screen or projector, basic sound, mic | $ — lower end |
Conference / seminar | Screen(s), PA, mics, lectern, technician | $$ — mid |
Corporate gala / awards | LED screen, lighting, sound, crew, content | $$$ — higher |
Large / multi-day production | Full AV, lighting, staging, multiple techs | $$$$ — custom |
We've shown relative bands rather than fixed figures because a real number depends on your venue, guest count and how much production you want. The gap between “deliver the gear” and “run a full produced show” is the single biggest swing in any AV budget.
How to get an accurate quote in one email Include these five things and most suppliers can quote quickly: 1. Event date, venue and city 2. Guest numbers 3. What you need (screen, sound, lighting, staging) 4. Do you need on-site technicians? 5. Single-day or multi-day? |
What's included in a professional AV hire
A quote that looks cheap often leaves things out. A complete AV hire should cover:
- The equipment itself, specified for your venue and audience size
- Delivery, setup and de-rig
- Cabling, power distribution and signal processing
- A technician on site (for anything beyond the simplest setup)
- A pre-event consultation or site check for larger events
If two quotes look far apart, check what each includes before comparing — the cheaper one often omits crew or install, which you'll end up paying for anyway.
Ways to keep AV costs down without cutting quality
- Book early — last-minute hires cost more and limit equipment availability.
- Bundle services with one supplier — AV, lighting and staging together is more efficient than three vendors.
- Be clear on what you actually need — right-sizing the gear to the room avoids paying for unused capacity.
- Share your run sheet early so crew and equipment are scoped accurately, with no day-of surprises.
Get a quote from a Melbourne AV team
Mars Productions provides audio visual hire, lighting, LED screens and full event production across Melbourne and Victoria — from single-room meetings to multi-day conferences. Tell us your date, venue and what you're planning, and we'll put together a clear, itemised quote so you know exactly what you're paying for.
frequently asked questions
Audio visual hire in Melbourne is quoted per event because cost depends on the equipment, event size, crew and duration. A small meeting setup sits at the lower end, while a large conference or gala with LED screens, lighting and technicians costs more. The biggest cost driver is whether you need gear only or a fully produced show with crew.
A complete AV hire includes the equipment specified for your venue, delivery, setup and de-rig, cabling and signal processing, and usually a technician on site. Larger events also include a pre-event consultation or site check. Cheaper quotes sometimes exclude crew or installation, so always confirm what’s covered before comparing prices.
Hiring equipment alone is cheaper up front, but a full production service includes the crew, setup and expertise to make sure everything works on the day. For simple setups, equipment-only hire is fine; for conferences, galas and anything with a run sheet, a produced service usually delivers better value and far less risk.
Book AV hire at least two to four weeks ahead for standard events, and earlier for large productions or peak-season dates. Booking early secures both equipment and crew, allows time for a site check, and generally avoids the premium that comes with last-minute hires.
For anything beyond a basic projector-and-mic setup, an on-site technician is strongly recommended — they manage sound levels, switch content, and fix issues instantly during your event. For a small internal meeting you may not need one, but for conferences, galas and live presentations a technician is well worth the cost.
Get a fast, tailored LED screen quote
Every event is different, so the most accurate figure is a real quote based on your venue, dates and content. Tell us what you're planning and our Melbourne team will recommend the right screen size and pixel pitch and send a clear, itemised quote — usually the same business day.