Budget 2027: What Does Event Technology Cost for a Corporate Event?

If you are planning your 2027 budget this autumn, you need a reliable figure for event technology. The honest answer is: it depends. That does not help much in a budget meeting. So here are three typical corporate events with real daily rates from our rental shop. You will see what the equipment alone costs and what may come on top, depending on the service you need.

All prices are daily hire rates for the equipment, net plus VAT, as of October 2026. Staff, transport, set-up and dismantling are not included.

Key points at a glance

• Conference with around 100 people: sound, two wireless microphones, projector and screen from €495.50 per day for the equipment.
• Company party with around 300 guests: PA with subwoofers, digital desk, wireless microphones and mood lighting from €1,064.80 per day for the equipment.
• Product launch with LED wall (3 × 2 m): LED wall, vision mixing, sound and moving heads from €2,135 per day for the equipment.
• On top, as required: delivery, set-up and dismantling, and technical staff. Self-collection (dry hire) saves money.
• Individual prices are shown openly in the rental shop; for a binding quote use the event request.

What the costs are made of

A quote for event technology almost always has these parts. Looking at them separately helps you save in the right places.

1. Equipment hire: speakers, microphones, lighting, projector or LED wall, each with a daily rate. Stands, cables and small items come on top at small amounts. Longer hire periods come with tiered discounts.
2. Staff: technical crew for set-up, operation and dismantling. How many people you need depends on the scope: a conference needs less support than a show with an LED wall.
3. Transport: delivery and collection, based on distance and volume. Our warehouse is in Wesseling, between Cologne and Bonn.
4. Set-up and dismantling: time on site, depending on the room, access and the venue's set-up times.
5. On-site support: a technician who runs sound, lighting and presentation during the event. For conferences and meetings, support from one technician starts at €550 plus travel, see conference technology.
6. Insurance: the hirer is liable for damage during the hire period. Many business liability or equipment policies cover this; check before hiring whether your policy includes hired equipment, and we are happy to advise.

For your budget this means: take the equipment totals from the examples below and plan separate items for set-up and dismantling, transport, support and, where needed, insurance. That way you compare quotes from different suppliers fairly.

Example 1: Conference with around 100 people

A conference needs clear speech and a clear picture above all. A typical set-up from our rental shop:

• 2 × dB Technologies VIO X10 (active 10″ speaker): from €81.20 per day
• 1 × Allen & Heath ZED-12FX (mixing desk): from €30.00 per day
• 1 × Shure Axient AD4DE (dual wireless receiver): from €75.00 per day
• 2 × Shure AD2 handheld transmitter with SM58 capsule: from €61.20 per day
• 1 × Shure SM58 with small desk stand for the lectern: from €9.30 per day
• 1 × Optoma DLP projector: from €60.60 per day
• 1 × AV Stumpfl Vario 32 screen 365 × 210 cm (frame and surface): from €174.60 per day
• 1 × HDMI cable 10 m: from €3.60 per day
• Equipment per day: from €495.50

If you would rather not run the conference yourself, add technical support. For conferences it starts at €550 for one technician plus travel, see conference technology. Individual projectors and screens are listed under projector hire.

Example 2: Company party with around 300 guests

At a company party, music, speeches and atmosphere matter. The technology has to carry the speeches and later fill the dance floor and the room. A typical set-up:

• 4 × dB Technologies VIO X15 (active 15″ speaker): from €184.40 per day
• 2 × dB Technologies VIO S118R (subwoofer): from €178.20 per day
• 1 × Yamaha DM3 (digital desk): from €81.00 per day
• 1 × Shure Axient AD4DE with 2 AD2 handhelds and SM58 capsules: from €136.20 per day
• 4 × GLP impression X4 BAR 20 (LED bars): from €220.00 per day
• 2 × Cameo Flat Pro 7 G2, set of 6 (uplights for room colour): from €110.00 per day
• 1 × Hazebase Base*Hazer*Pro (fine, even haze): from €35.00 per day
• 1 × ChamSys MagicQ MQ80 (lighting desk): from €120.00 per day
• Equipment per day: from €1,064.80

There are two ways to the finished party. With full service we deliver, set up and run everything; a party with delivery, set-up and dismantling starts at €1,500, more with stage, LED wall and technical support. Smaller parties also work as dry hire: party packages of PA, lighting and haze start at €150 for the weekend for self-collection. See examples under Christmas party and dry hire. Individual speakers are listed under PA system hire, fixtures under lighting hire.

Example 3: Product launch with LED wall

At a product launch, the picture is the centre of attention. The LED wall shows presentation, video and camera feed on one large surface. A typical set-up with a 3 × 2 m wall:

• 24 × InnLights InnScreen X4-HE, 50 × 50 cm, 4.8 mm pixel pitch: from €1,200.00 per day
• 1 × Blackmagic ATEM Television Studio HD (vision mixer): from €45.00 per day
• 1 × SDI cable drum 50 m: from €12.00 per day
• 2 + 1 × dB Technologies VIO X15 and VIO S118R: from €181.30 per day
• 1 × Yamaha DM3 (digital desk): from €81.00 per day
• 1 × Shure Axient AD4DE with AD2 handheld (SM58 capsule), AD1 bodypack and AKG HC81MD headset: from €160.70 per day
• 4 × Martin MAC Aura PXL (moving heads): from €300.00 per day
• 1 × Hazebase Base*Hazer*Pro: from €35.00 per day
• 1 × ChamSys MagicQ MQ80 (lighting desk): from €120.00 per day
• Equipment per day: from €2,135.00

The modules start at €50 per panel and day. For a launch of this size we recommend full service with dedicated crew for sound, lighting and video. Everything about size and build is under LED wall hire.

How to save without losing impact

• Ask early: ideally two weeks in advance; short notice is possible on request. Early planning gets you the right equipment instead of substitutes.
• Collect yourself: self-collectors get attractive discounts. This pays off especially for smaller parties without a stage.
• Combine hire days: longer hire periods come with tiered discounts.
• Only hire what works: for a conference, two good speakers and wireless microphones are enough. Moving heads and an LED wall pay off where they carry the message.
• Compare equipment and services separately: ask every supplier for separate items for equipment, staff, transport, set-up and dismantling.

What this means for your 2027 budget

Use the totals from the examples for the equipment and plan set-up and dismantling, transport, support and insurance as separate items. The prices in this article come from our rental shop as of October 2026. Customers with individual terms see their prices after logging in. For a binding quote, send us location, date, number of guests and your requirements via the event request. An overview of prices by discipline is at costs and hire prices.

Frequently asked questions