Most Bay Area corporate meetings run $1,500 to $45,000 for AV: small board meetings start around $1,500, mid-size trainings and town halls land between $4,000 and $12,000, and 600+ person all-hands and conferences typically range $18,000 to $90,000. The tables below break it down by audience size and program type.
Pricing by audience size
Most corporate AV scope tracks audience size, not industry. A 100-person sales kickoff and a 100-person nonprofit board meeting typically need the same gear. The brackets below assume a single main room, slides, presenter mics, and one tech onsite. Smaller meetings can start from a catalog package; ballrooms, multi-room agendas, livestreams, and general sessions should be quoted after a look at the room, schedule, power, and labor.
| Audience | Typical Format | Equipment Scope | Catalog starting point | Bay Area Range |
|---|---|---|---|---|
| 15–50 | Board meeting, small training, executive offsite | 75″ display, small sound system, and 1 wireless mic, with optional add-on mic support | 75in display, small sound system, and 1 wireless mic package Small Sound System + 1 Wireless Mic Package |
$1,500–$4,000 |
| 50–200 | Training, town hall, sales meeting, panel | For presentation-first meetings up to ~100 attendees, the 5000-lumen projector with 92″ screen, small sound system, and 1 wireless mic package. Above ~100, plan a larger screen or LED wall on a custom quote. The 2 wireless mics + lectern package fits panel and moderated discussion formats through the full 50–200 range. | 5000-lumen projector + 92in screen package (50–100) Panel discussion package with 2 wireless mics + lectern |
$3,500–$9,500 |
| 200–400 | Larger town hall, customer event, ballroom session | Compact line array audio with a stage scaled to the room. At this size, skip the fixed packages and build the quote around screen visibility, audio coverage, run of show, power, load-in schedule, and crew. | Compact Meyer Sound Premium Line Array System 16ft × 8ft stage package / 16ft × 12ft stage package Request a custom corporate AV quote |
$8,000–$22,000 |
| 400–600+ | General session, conference, large all-hands | Production-scale audio and wide stage coverage are typical here. Always custom-scoped: room geometry, multi-screen visibility, crew plan, and schedule all drive the number. | Request a custom corporate AV quote Medium Meyer Sound Premium Line Array System (reference) 24ft × 12ft stage package (reference) |
$22,000–$65,000 |
| 600+ | Leadership summit, conference with breakouts | Custom main-room production with breakout support, camera systems, recording, and a multi-day labor plan. Always quoted, never templated. | Request a custom corporate AV quote | $55,000–$200,000+ |
Add-ons that change the budget
Breakout rooms
For multi-track conferences, plan $750–$2,500 per breakout room per day. The lower end is a 75″ display, two wireless mics, and a small sound system the room manager runs themselves. The high end includes a dedicated tech, hybrid stream, and recording.
Hybrid and remote viewers
A clean Zoom or Teams stream with the room sound system properly routed to remote attendees typically adds $1,500–$4,500. Multi-camera switched broadcast with a dedicated stream operator and Q&A handling for remote audiences typically adds $4,500–$12,000. See the hybrid AV execution guide.
Recording
Audio + slide capture: $250–$750 per day. ISO multi-camera recording with switched program and post-production deliverables: $1,500–$6,000.
Lighting
Front wash and basic stage wash on a small ballroom stage: $750–$2,500. Designed lighting for a keynote with color, gobos, and stage looks: $3,500–$15,000+.
Stage and scenic
An 8×16 or 12×16 platform stage with skirt and stairs: $750–$2,000. A 20×16 or 24×16 stage with backdrop, monitors, and scenic dressing: $3,500–$12,000.
Translation / interpretation
Two-language interpretation booth with receivers for 100–300 listeners: $2,500–$6,500 per day plus interpreter fees.
Worked examples
Example 1: 120-person quarterly town hall, San Jose hotel ballroom
- Stereo sound system, lectern, two handhelds, two lavs, one Q&A handheld
- Single projector with 9×16 screen, presentation laptop, confidence monitor
- Front wash lighting
- One A1 / show op
- Single-camera Zoom for ~50 remote viewers
Catalog starting point: Start with the corporate presentation package with 5000-lumen projector and 92in screen or the panel discussion AV package with 2 wireless mics and lectern, then request a custom quote if you need additional mics, lighting, confidence monitors, recording, or livestream support.
Typical Bay Area range: $5,500–$8,500.
Example 2: 350-person customer event, Santa Clara conference center
- Meyer Sound line array sound system
- 12×7 LED wall with switcher and playback
- 4 wireless lavs, 4 handhelds, lectern mic
- IMAG camera with switched program
- Lighting wash + 4 moving heads on the stage
- 3-person crew (A1, V1, L1) plus show caller
This is a custom quote scenario. A small Meyer Sound line array system or medium Meyer Sound line array system and a properly sized stage such as the 16ft × 16ft stage package or 24ft × 12ft stage package may be part of scope, but video, lighting, labor, and room conditions need review. Request a custom corporate AV quote.
Typical Bay Area range: $14,000–$19,500.
Example 3: 800-person leadership summit with 6 breakouts, San Francisco hotel
- Main room: 24×16 stage, large LED wall, multi-cam IMAG, full lighting, 6-person crew
- 6 breakout rooms with displays, mics, sound system, and a roaming tech for two of them
- Hybrid stream with dedicated stream operator
- Multi-camera ISO recording with same-day program copy
This should be scoped as a custom production quote because it involves main room production, breakout rooms, cameras, recording, crew scheduling, and venue logistics. Request a custom corporate AV quote.
Typical Bay Area range: $48,000–$78,000.
Build a corporate AV quote from the catalog
For small and mid-size corporate meetings, start with a fixed package, choose your event date and time, and add it to a quote. For larger rooms, multi-room agendas, hybrid events, or anything with show calling, cameras, lighting, stage design, or complex labor, send a quote request instead of guessing from a package.
75in Display + Small Sound System + 1 Wireless Mic 5000 Lumen Projector + 92in Screen + Small Sound System + 1 Wireless Mic Panel Discussion AV Package Small Sound System + 1 Wireless Mic Package Small Sound System + 2 Wireless Mic Package Request a Custom Corporate AV Quote
Common corporate AV add-ons
Common add-ons include lecterns, stage packages, pipe and drape backdrops, cable ramping for public walkways, larger audio systems, lighting, recording, livestreaming, and onsite technicians. Additional microphones, larger screens, livestream support, lighting, staging, and technician support can be added or quoted separately.
- Black lectern/podium
- 16ft × 8ft stage package
- 16ft × 12ft stage package
- 24ft × 12ft stage package
- Pipe and drape bundle (black, single section)
- Guard Dog 5-channel ADA cable ramp
- Compact Meyer Sound Premium Line Array System
- Medium Meyer Sound Premium Line Array System
What drives cost
- Labor schedule. Night-before load-ins are usually cheaper than crammed same-day setups. Late strikes and overtime add up fast.
- Venue conditions. Freight elevators, dock access, and existing rigging points cut labor. Long load-ins from a parking garage add hours.
- Lead time. Booking inside two weeks frequently adds 15–30%.
- Hybrid scope. Adding remote viewers late in the cycle costs more than building it in from the start.
- Show complexity. Multiple presenters, video roll-ins, awards moments, and panel transitions each add show-call complexity.
Common mistakes
- Skipping a site visit and discovering the room cannot rig the screen size that was quoted.
- Running streaming through a laptop microphone instead of patching room audio — remote viewers cannot hear the speakers.
- Booking a 200-seat ballroom for a 90-person meeting then needing more PA coverage.
- Ordering 12 lav mics when only 4 presenters actually go on stage.
- Forgetting interpretation and trying to bolt it on the day before.
Which option fits best?
The right fit depends on audience size, venue, internal staffing depth, run-of-show complexity, and how much your team wants to manage on show day.
Rentals Only
Best for small board meetings, simple training sessions, and recurring internal meetings where a confident in-house presenter or facilities lead can run the gear. Lowest cost.
Hybrid Support
Best when you want professionals to deliver, set up, and tune the system, then hand it to your team for the meeting. Common for 50–200 person trainings where the room captain can run the mics and slides.
Full-Service AV / Production
Best for town halls, all-hands, customer events, and conferences where reliability and presenter experience matter. You get an A1, show caller, and the right crew for video, lighting, and stream.
Recommended Next Step
The right option depends on audience size, venue, staffing, and how hands-on you want to be. If you already know what you need, browse corporate AV packages. If you want help narrowing scope, audience size, and breakout count to budget, ask for a recommendation. If you need a full quote with delivery, setup, and onsite support, request a quote.
Browse Corporate AV Packages Ask for a Recommendation Request a Quote
Related rentals for common meeting scopes
If your budget range is already clear, use these links to move into rental planning and quote scoping.
- General rental catalog. Start here when you already have a room list and rough gear count. Browse matching AV rentals.
- Meeting and presentation category. Useful for podium, display, and room-audio planning. See related rental options.