Budgeting for Comprehensive Audio Visual Needs at Your Corporate Meeting in 2026

Your corporate meeting is the most important event of the year. It sets the tone for your company’s goals, culture, and success. While many focus on the agenda, speakers, and venue, one critical piece often gets overlooked: audio visual (AV). When planning your 2026 meeting in Park City, understanding what to expect in AV costs and what elements to include will help you create a memorable and effective experience.

Many people think AV means just screens, projectors, and microphones. But the reality is much broader. Lighting, draping, stage design, furniture, and the overall vibe all play a role in how your message is received. This post breaks down the components of AV, typical costs, and practical tips to budget wisely for your next big meeting with Aspen Peak Productions.

Understanding the Full Scope of Audio Visual Needs

When you hear “audio visual,” you might picture a projector and a microphone. Those are essential, but AV is much more than that. Here’s what you should consider when working with Aspen Peak Productions:

• Visual Equipment

Screens, projectors, LED walls, video playback systems, and live streaming gear.

• Audio Equipment

Microphones (wired, wireless, lapel), speakers, mixers, and sound engineers.

• Lighting

Stage lighting, ambient lighting, spotlights, color washes, and effects that create mood and focus.

• Stage and Set Design

Draping, backdrops, furniture, podiums, and branded elements that shape the environment.

• Technical Support

Setup, operation, troubleshooting, and teardown by experienced technicians.

• Additional Elements

Video recording, live feeds, translation services, and interactive technology.

Each of these components contributes to the overall experience. Skimping on any one area can reduce engagement or distract from your message.

What Drives Audio Visual Costs in 2026?

Several factors influence how much you should expect to spend on AV for your corporate meeting in Park City or Salt Lake City:

Size and Venue

The number of attendees and the venue size affect equipment needs. A small boardroom requires less gear than a large ballroom or convention center. Larger venues often need more powerful sound systems and bigger screens.

Complexity of Setup

A simple presentation with a single screen and microphone costs less than a multi-camera live stream with dynamic lighting and custom stage design.

Quality and Brand

Higher-end equipment and experienced technicians come at a premium but deliver better reliability and impact.

Duration of the Event

Longer events require more setup time, technical support, and sometimes equipment rental for multiple days.

Location

Costs vary by city and region due to labor rates, equipment availability, and travel expenses.

Typical Budget Ranges for Corporate Meeting AV in 2026

While prices vary widely, here are ballpark figures based on recent industry trends and inflation projections:

| Meeting Size | Basic AV Setup Cost | Comprehensive AV Setup Cost |

|----------------------|--------------------|-----------------------------|

| Small (up to 50) | $3,000 - $7,000 | $7,000 - $15,000 |

| Medium (50-200) | $7,000 - $15,000 | $15,000 - $40,000 |

| Large (200-500) | $15,000 - $40,000 | $40,000 - $100,000+ |

Basic setup includes screens, microphones, speakers, and minimal lighting.

Comprehensive setup adds advanced lighting, draping, stage design, furniture, and technical support.

For example, a medium-sized meeting with 150 attendees might spend $20,000 on AV to include multiple screens, wireless microphones, stage lighting, and custom draping. A large meeting with 400 attendees could easily exceed $100,000 if it includes LED walls, live streaming, and elaborate stage scenes.

Breaking Down the Costs: What to Expect

Screens and Projectors

• Rental or purchase of HD or 4K screens

• Projector rental with high lumens for bright rooms

• Video playback and switching equipment

• Typical cost: $1,000 to $10,000 depending on size and quantity

  
  

Audio Equipment

• Wireless and wired microphones

• Speakers and amplifiers

• Audio mixing consoles

• Sound technician fees

• Typical cost: $1,500 to $15,000

  
  

Lighting

• Stage lighting fixtures (LED, spotlights)

• Ambient and decorative lighting

• Lighting control systems

• Lighting designer and operator fees

• Typical cost: $2,000 to $20,000

  
  

Stage and Set Design

• Draping and backdrops

• Furniture rental (chairs, tables, podiums)

• Custom branding elements

• Stage construction or risers

• Typical cost: $3,000 to $25,000

  
  

Technical Support

• Setup and teardown labor

• On-site technicians for sound, video, and lighting

• Rehearsal time

• Typical cost: $2,000 to $15,000

  
  

Additional Services

• Live streaming and recording

• Translation and captioning

• Interactive technology (audience response systems)

• Typical cost: $1,000 to $10,000+

  
  

How to Plan Your AV Budget Effectively

Start Early and Get Multiple Quotes

Working with Aspen Peak Productions is easy! We take the guess work out of the AV budget by providing top quality equipment with lower prices than the local competitor av companies. . Share your event goals, venue details, and technical needs with us to get the most accurate quote for prices and services.

Prioritize What Matters Most

Decide which AV elements will have the biggest impact on your meeting. For example, if your event relies heavily on video presentations, invest more in screens and playback systems. If atmosphere is key, focus on lighting and stage design.

Include Contingency Funds

Unexpected issues happen. Set aside 10-15% of your AV budget for last-minute changes or upgrades.

Work Closely with Your AV Team

Collaborate with your AV provider to design a setup that fits your budget and goals. Experienced technicians can suggest cost-saving alternatives without sacrificing quality.

Consider Bundled Packages

Some AV companies offer packages that combine equipment rental, setup, and technical support at a lower rate than separate services.

Creating the Right Vibe with AV

The vibe of your meeting influences how attendees feel and engage. AV plays a huge role in this. Here are some tips:

• Use lighting to highlight speakers and create energy during key moments.

• Choose draping and furniture that match your brand colors and style.

• Incorporate stage scenes that support your theme or message.

• Ensure sound quality is clear and balanced to keep attention.

• Use visuals that are sharp and easy to see from all angles.

  
  

A well-designed AV setup turns a standard meeting into an immersive experience.

Final Thoughts on Budgeting for AV in 2026

Planning your audio visual budget for 2026 means thinking beyond screens and microphones. Lighting, draping, stage design, and technical support all add value and cost. Expect to spend more for a comprehensive setup that creates the right atmosphere and supports your message.