A basic AV setup for a 200-person corporate event in India costs Rs 50,000-1,50,000/day. This includes sound system (Rs 15,000-40,000), lighting (Rs 10,000-30,000), projection or LED wall (Rs 15,000-60,000), and a technician (Rs 3,000-8,000). Wedding AV costs Rs 75,000-3,00,000/day. Concert-grade production starts at Rs 3,00,000/day. Rates vary 15-25% between cities, with Mumbai being most expensive.
Audio-visual production can make or break an event. Yet most event planners in India either overspend on equipment they don't need or underspend and end up with poor sound, dim lighting, and invisible presentations.
This guide gives you exact equipment lists and rental costs for every event type - so you know what to ask for, what it costs, and what you can skip.
How Much Does AV Equipment Rental Cost in India?
Quick Price Reference (Per Day, 2026 Rates)
Sound Equipment
| Equipment | Rental/Day | Covers |
|---|---|---|
| Basic PA system (2 speakers + mixer + 1 mic) | Rs 5,000-10,000 | 50-100 pax |
| Mid PA system (4 speakers + mixer + 3 mics) | Rs 12,000-25,000 | 100-300 pax |
| Line array system (8-12 boxes + subs) | Rs 40,000-80,000 | 300-1,000 pax |
| Large line array (16-24 boxes + subs) | Rs 80,000-2,00,000 | 1,000-5,000 pax |
| Wireless handheld mic (Shure/Sennheiser) | Rs 1,500-3,500 | Per unit |
| Wireless lapel/lavalier mic | Rs 2,000-4,000 | Per unit |
| Audio mixer (16-channel, Yamaha/Allen & Heath) | Rs 3,000-8,000 | Per unit |
| Audio mixer (32-channel, digital) | Rs 8,000-15,000 | Per unit |
| Stage monitor (wedge) | Rs 1,500-3,000 | Per unit |
| DJ setup (controller + speakers) | Rs 10,000-25,000 | Full setup |
Lighting Equipment
| Equipment | Rental/Day | Notes |
|---|---|---|
| PAR LED lights (set of 8) | Rs 4,000-8,000 | Uplighting, wash |
| Moving head lights (set of 4) | Rs 8,000-20,000 | Stage, dance floor |
| Spot follow light | Rs 3,000-6,000 | Per unit |
| LED bar/wash (set of 4) | Rs 4,000-10,000 | Stage wash |
| Laser lights (set of 2) | Rs 5,000-12,000 | Events, concerts |
| DMX controller | Rs 2,000-5,000 | Per unit |
| Truss with lights (per 10ft section) | Rs 3,000-6,000 | Structure + lights |
| Haze/fog machine | Rs 2,000-4,000 | For beam effects |
| Gobo projector (custom logo) | Rs 3,000-8,000 | Brand projection |
| Fairy/string lights (per 100ft) | Rs 800-2,000 | Decor lighting |
Video & Projection
| Equipment | Rental/Day | Notes |
|---|---|---|
| Projector 5,000 lumens | Rs 3,000-6,000 | Small room, 100 pax |
| Projector 8,000-10,000 lumens | Rs 8,000-15,000 | Medium hall, 300 pax |
| Projector 15,000+ lumens | Rs 20,000-40,000 | Large venue, daylight |
| Projection screen (8x6 ft) | Rs 1,500-3,000 | Tripod/frame |
| Projection screen (12x9 ft) | Rs 3,000-6,000 | Frame with legs |
| LED wall P3.9 (per sqft/day) | Rs 45-70 | Indoor standard |
| LED wall P2.5 (per sqft/day) | Rs 80-120 | Premium indoor |
| 55-inch LED TV on stand | Rs 5,000-10,000 | Exhibitions, lobbies |
| 75-inch LED TV on stand | Rs 10,000-18,000 | Conference rooms |
| Video switcher (Blackmagic ATEM Mini) | Rs 3,000-6,000 | Multi-camera |
| Video switcher (Blackmagic ATEM 1 M/E) | Rs 8,000-15,000 | Professional |
Streaming & Recording
| Equipment | Rental/Day | Notes |
|---|---|---|
| Single camera live stream setup | Rs 15,000-30,000 | Camera + encoder + operator |
| Multi-camera stream (3 cameras) | Rs 40,000-80,000 | Full production |
| Streaming encoder (hardware) | Rs 5,000-10,000 | Blackmagic Web Presenter |
| Recording setup (2 cameras) | Rs 20,000-40,000 | Cameras + operator |
| Internet bonding device | Rs 5,000-10,000 | Reliable streaming |
| Confidence monitor (presenter) | Rs 3,000-6,000 | Teleprompter/notes |
What AV Equipment Do I Need for a 200-Person Conference?
Complete Equipment List
| Category | Equipment | Qty | Rate/Day | Total/Day |
|---|---|---|---|---|
| Sound | Speakers (JBL/QSC 12-inch) | 4 | Rs 3,000 | Rs 12,000 |
| Subwoofer | 2 | Rs 3,000 | Rs 6,000 | |
| Digital mixer (Yamaha TF1/Allen & Heath) | 1 | Rs 5,000 | Rs 5,000 | |
| Wireless handheld mic (Shure) | 3 | Rs 2,500 | Rs 7,500 | |
| Wireless lapel mic | 2 | Rs 3,000 | Rs 6,000 | |
| Stage monitors | 2 | Rs 2,000 | Rs 4,000 | |
| Video | Projector (10,000 lumens) | 1 | Rs 12,000 | Rs 12,000 |
| Projection screen (12x9 ft) | 1 | Rs 4,000 | Rs 4,000 | |
| Laptop for presentations | 1 | Rs 2,000 | Rs 2,000 | |
| Lighting | PAR LED lights | 8 | Rs 600 | Rs 4,800 |
| Stage spot lights | 4 | Rs 800 | Rs 3,200 | |
| DMX controller | 1 | Rs 3,000 | Rs 3,000 | |
| Staff | Sound engineer | 1 | Rs 5,000 | Rs 5,000 |
| Lighting technician | 1 | Rs 3,000 | Rs 3,000 | |
| TOTAL | Rs 77,500 |
Add 15-20% for transport, setup, and cabling = Rs 90,000-95,000/day all-inclusive
What AV Equipment Do I Need for a 500-Person Corporate Event?
Complete Equipment List
| Category | Equipment | Qty | Rate/Day | Total/Day |
|---|---|---|---|---|
| Sound | Line array speakers (per side) | 6+6 | Rs 4,000 | Rs 48,000 |
| Subwoofers | 4 | Rs 4,000 | Rs 16,000 | |
| Digital mixer (32-ch) | 1 | Rs 10,000 | Rs 10,000 | |
| Wireless mics (handheld) | 4 | Rs 2,500 | Rs 10,000 | |
| Wireless lapel mics | 3 | Rs 3,000 | Rs 9,000 | |
| Stage monitors | 4 | Rs 2,000 | Rs 8,000 | |
| Video | LED wall P3.9 (12x8 ft = 96 sqft) | 1 | Rs 55/sqft | Rs 5,280 |
| Video switcher (ATEM) | 1 | Rs 8,000 | Rs 8,000 | |
| Camera (for IMAG) | 2 | Rs 8,000 | Rs 16,000 | |
| Confidence monitor | 1 | Rs 5,000 | Rs 5,000 | |
| Lighting | Moving heads | 8 | Rs 3,500 | Rs 28,000 |
| PAR LED lights | 16 | Rs 600 | Rs 9,600 | |
| Follow spot | 2 | Rs 5,000 | Rs 10,000 | |
| DMX controller | 1 | Rs 4,000 | Rs 4,000 | |
| Haze machine | 2 | Rs 3,000 | Rs 6,000 | |
| Truss (ground support) | 4 sections | Rs 5,000 | Rs 20,000 | |
| Staff | Sound engineer | 1 | Rs 8,000 | Rs 8,000 |
| Lighting designer | 1 | Rs 6,000 | Rs 6,000 | |
| Video technician | 1 | Rs 5,000 | Rs 5,000 | |
| Helper/rigger | 2 | Rs 2,500 | Rs 5,000 | |
| TOTAL | Rs 2,36,880 |
All-inclusive with transport and setup: Rs 2,75,000-3,00,000/day
What AV Do I Need for a Wedding (300-800 Guests)?
Wedding AV Package Tiers
| Component | Budget (Rs) | Standard (Rs) | Premium (Rs) |
|---|---|---|---|
| Sound system | 15,000-25,000 | 30,000-50,000 | 60,000-1,00,000 |
| DJ setup | 10,000-20,000 | 20,000-35,000 | 40,000-75,000 |
| Stage lighting | 8,000-15,000 | 20,000-40,000 | 50,000-1,00,000 |
| Decor lighting (fairy/uplights) | 5,000-10,000 | 15,000-30,000 | 30,000-60,000 |
| LED wall (main stage) | - | 25,000-50,000 | 50,000-1,50,000 |
| Projector/screen | 5,000-10,000 | - | - |
| Live streaming | - | 15,000-30,000 | 40,000-80,000 |
| Technicians | 5,000-8,000 | 10,000-15,000 | 20,000-30,000 |
| Total/day | 48,000-88,000 | 1,35,000-2,50,000 | 2,90,000-5,95,000 |
What Most Indian Weddings Actually Need
- Sangeet/Mehendi: DJ setup + 4 PAR lights + 2 moving heads + fairy lights = Rs 25,000-50,000
- Wedding ceremony: PA system + 2 mics + basic lighting + background music = Rs 15,000-30,000
- Reception: Full DJ + line array sound + LED wall + professional lighting + live streaming = Rs 1,50,000-3,00,000
What AV Do I Need for a Concert (2,000+ Audience)?
| Category | Equipment | Qty | Estimated Total/Day |
|---|---|---|---|
| Sound | Large line array (16-24 boxes/side) | 1 system | Rs 1,00,000-2,50,000 |
| Subwoofers (18-inch) | 8-16 | Rs 40,000-80,000 | |
| Monitor system (IEM + wedges) | 1 system | Rs 30,000-60,000 | |
| FOH digital mixer (Yamaha CL/PM series) | 1 | Rs 25,000-50,000 | |
| Monitor mixer | 1 | Rs 15,000-30,000 | |
| Lighting | Moving heads (spot + wash) | 16-32 | Rs 80,000-2,00,000 |
| LED bars + strobes | 8-16 | Rs 20,000-50,000 | |
| Follow spots | 2-4 | Rs 12,000-25,000 | |
| Haze machines | 4 | Rs 8,000-16,000 | |
| Lighting console (MA/grandMA) | 1 | Rs 15,000-30,000 | |
| Truss + rigging (ground/fly) | Full rig | Rs 50,000-1,50,000 | |
| Video | LED wall P3.9/P4.8 (20x12 ft x2) | 2 screens | Rs 60,000-1,50,000 |
| Camera system (3-cam IMAG) | 1 system | Rs 40,000-80,000 | |
| Video switcher | 1 | Rs 10,000-20,000 | |
| Staff | Full crew (8-15 people) | 1 day | Rs 50,000-1,00,000 |
| TOTAL | Rs 5,55,000-12,91,000 |
Power Requirements: How Much Electricity Does AV Need?
| Setup Size | Power Required | Generator Size | Generator Rental/Day |
|---|---|---|---|
| Small (50-100 pax) | 3-5 kW | 7.5 kVA | Rs 3,000-5,000 |
| Medium (200-500 pax) | 10-20 kW | 25 kVA | Rs 6,000-12,000 |
| Large (500-1,000 pax) | 30-50 kW | 62.5 kVA | Rs 12,000-20,000 |
| Concert (2,000+ pax) | 80-150 kW | 125-200 kVA | Rs 25,000-50,000 |
Always budget for a generator at outdoor events. Even indoor venues can have power fluctuations that damage equipment. Most AV vendors require a dedicated power supply separate from the venue's general circuit.
How to Choose Between Projector vs LED Wall?
| Factor | Projector | LED Wall |
|---|---|---|
| Cost (medium size) | Rs 8,000-15,000/day | Rs 30,000-70,000/day |
| Brightness (ambient light) | Washes out in daylight | Visible in any light |
| Image quality | Good in dark rooms | Excellent everywhere |
| Size flexibility | Up to 30 ft wide | Unlimited (modular) |
| Setup time | 30 mins | 2-6 hours |
| Best for | Dark conference rooms, budget events | Exhibitions, stages, outdoor, premium events |
| Worst for | Bright venues, outdoor | Very small budgets |
Rule of thumb: Use a projector if the room is dark and budget is tight. Use an LED wall for everything else - especially if the event is being photographed or live-streamed.
10 Common AV Disasters and How to Prevent Them
- Feedback/whistling from mics - Sound check 2 hours before, use directional mics, keep speakers ahead of mics
- Projector too dim - Always specify minimum 8,000 lumens for halls, 15,000+ for ambient light
- No backup mic - Always have 2 spare wireless mics charged and ready
- Audio delay on video - Use hardwired connections (HDMI/SDI), avoid Bluetooth
- Power trip during event - Use dedicated power circuits, bring a UPS for critical equipment
- LED wall pixel failure - Insist on 5-10% backup panels on-site
- Laptop won't connect - Carry HDMI, USB-C, and VGA adapters, plus a backup laptop
- Streaming fails mid-event - Use bonded internet (4G+WiFi), always have a recording backup
- Bass too loud / not enough - Venue acoustics test essential, adjust sub placement
- Lighting too bright / wrong colour - Programme lighting cues beforehand, do a full rehearsal
Frequently Asked Questions
1. What is the minimum AV budget for a corporate event in India?
For a 100-person conference with basic sound, projection, and lighting, budget Rs 40,000-60,000/day. For a 300-person event with line array, LED wall, and professional lighting, budget Rs 1,50,000-2,50,000/day.
2. Should I hire one company for all AV or separate vendors?
One company is better - they handle integration between sound, lighting, and video. Separate vendors often blame each other when issues arise, and signal routing between systems becomes your problem.
3. How early should I book AV equipment?
Book 3-4 weeks ahead for standard events. For wedding season (Oct-Feb) and large exhibitions, book 6-8 weeks ahead. Premium equipment (large line arrays, premium LED walls) gets booked months in advance.
4. What's the difference between a PA system and a line array?
PA systems use individual speakers on stands - good for up to 200 people. Line arrays stack multiple speaker boxes vertically, projecting sound farther and more evenly - essential for 300+ audience. Line arrays cost 3-5x more but deliver significantly better audio.
5. Do I need a sound engineer or can anyone run the mixer?
Always hire a sound engineer for events above 100 people. A trained engineer prevents feedback, balances audio levels for speakers and music, and handles issues in real-time. Rs 5,000-10,000/day is a small price for professional sound.
6. How many lumens do I need for my projector?
5,000 lumens for dark rooms under 150 pax. 8,000-10,000 lumens for medium halls with some ambient light. 15,000+ lumens for large halls or any room with windows. When in doubt, go brighter.
7. What internet speed do I need for live streaming?
Minimum 10 Mbps upload for 1080p single-camera stream. 20 Mbps for multi-camera. 50 Mbps+ for 4K. Always have a backup connection (4G dongle). Venue Wi-Fi alone is never reliable enough.
8. Can I use Bluetooth speakers for events?
Not recommended beyond 20 people. Bluetooth has latency (audio delay), limited range, and connection drops. Always use wired speakers or dedicated wireless systems (like Shure) for professional events.
9. What's the most common AV mistake at Indian weddings?
Underpowered sound for the reception. Guests can't hear speeches, and the DJ sounds distorted at high volume. A proper line array system (not just 2 speakers on stands) makes a massive difference for 300+ guests.
10. How do I create a technical rider for my venue?
List: venue dimensions, ceiling height, power available (amps/phases), number of power outlets and locations, loading dock access, rigging points (if any), ambient light conditions, internet availability, and any noise restrictions. Share this with your AV vendor 2+ weeks before.
AV is the backbone of any event experience - it's what the audience hears, sees, and remembers. The right equipment at the right budget transforms a mediocre event into a professional one. Use this guide to spec your setup accurately, avoid overpaying, and prevent the technical disasters that ruin events.
