Warsaw, Poland
    REX Lab

    Event AV budget and planning guides

    Prepare a technical brief, compare like-for-like quotations and coordinate equipment, content, venue access and the production team.

    Make the scope comparable

    Two totals can describe different events. Before comparing prices, align the equipment outcome, installation method, dates, rehearsals and operating hours. Identify transport, venue charges and responsibilities that are excluded or still to be confirmed.

    Prepare decisions before show day

    A useful schedule starts before loading in. It includes booking, configuration approval, content development, file delivery and tests. Work backwards from the event and identify which choices depend on the venue, the organiser and the content team.

    These guides provide reusable brief and comparison structures. Hypothetical examples show how a decision changes scope; they do not claim current market prices or guarantee how much time a particular installation needs.

    Keep uncertainties visible

    Mark assumptions, owners and confirmation dates in the brief. This lets the team resolve missing information before it becomes an on-site change. Discuss a coordinated package through AV equipment rental, including setup, operation and removal where required.

    REX LAB / EN

    Explore further

    How to write an AV brief for your event

    A useful equipment brief describes the guest experience, the programme and the venue before it lists products. Copy the worksheet below and mark anything that still needs confirmation.

    How to compare AV supplier quotes on the same scope

    Before comparing totals, make sure the offers cover the same event, working hours and responsibilities. Use a shared worksheet to expose missing items without guessing their cost.

    How to reduce an event's AV budget while protecting the essential result

    Start by naming the results the event must deliver. Then compare changes to layout, zones, content and logistics through their full cost and their effect on those results.

    What to ask a venue before ordering AV equipment

    Confirm the route into the room, available services and working schedule before selecting a final setup. Written answers and current plans turn venue assumptions into usable project inputs.

    Equipment rental or AV with a technical team: which do you need?

    Choose by who can prepare, operate and recover the system throughout the event. The important distinction is the work included and the responsibility retained by your own team.

    When to start AV preparation and how to build the event timeline

    Start when the event objective, date and likely venue are known. Build the detailed schedule from dependencies and acceptance points, including content, rehearsal and dismantling.

    Who does what: AV supplier, stand builder, venue and organiser

    The most easily missed tasks sit between contractors. Use a shared responsibility table to name who delivers each result, who accepts it and which inputs must arrive first.

    How to plan one AV system for a series of events

    Build a reusable core and identify what changes at each venue. A repeatable experience still needs local checks, transport time, maintenance and a clear version of the content.

    Related service

    Full AV equipment rental

    Sound, light, TVs, projectors, touchscreens, VR headsets, iPads, computers and stage constructions — all from one supplier.

    Let’s talk about your project

    Tell us about your venue, audience and timeline. Together, we can work out the right technical approach.

    Discuss your project