Understanding Audio Visual Day and Event Rates | Free White Paper

For most people, it can be challenging to determine whether a day rate or an event rate is best for your specific needs when planning a conference or meeting with audiovisual services. A day rate is the charge required for a single day's usage for equipment provided, which is a rate calculated on a single usage scenario. In contrast, an event rate is calculated for equipment usage over an entire event (days, week or longer) and may or may not be your best option when pricing audiovisual equipment for your event.

If you are planning a conference or multi-day meeting enhanced with audiovisual technology, you would most likely prefer the event rate scenario, to maximize usage over a series of days. This may be the most cost efficient option, but it's good to compare pricing to determine whether it would be more cost effective to select a day rate. Above all else, be sure to ask detailed questions about what is included with each rate, as some day rates do not include tech support outside of normal business hours.

It is important to discuss the various pricing plans with an experienced audiovisual partner to decide what is best for you and your company's needs. Highly trained account executives will be able to show you the many different rate scenarios and equipment necessities to make your business (or personal) event stand out among your competitors. Be sure to ask whether there are any "hidden" costs or any other fees you could expect to pay outside of what is included in the quote.

If the facts and figures confuse you, contact an experienced, reputable company who is willing to work with you to ensure you understand and will assist you in reviewing those confusing bids. The professionals at AV Event Solutions are committed to your total satisfaction, and will work with you to select a total cost package that meets your needs and your budget.