Most Bay Area school and nonprofit programs run $1,500 to $35,000 for AV. Small assemblies and choir concerts start near $1,500, graduations and choir programs typically land $3,500 to $14,000, and donor galas with paddle raise typically range $8,000 to $35,000. The tables below show what each tier usually includes.
School event pricing
School AV scope changes more by program type than by school size. A 200-student promotion ceremony in a gym needs different gear than a 200-voice choir concert in the same room.
| Program | Typical Audience | Equipment Scope | Bay Area Range |
|---|---|---|---|
| Elementary assembly / promotion | 100–400 | Powered PA pair, 2–3 wireless mics, podium, simple playback | $750–$2,500 |
| Middle school graduation | 200–700 | Stage 12×16 with stairs, PA, 4 mics, podium, name-reader mic, playback | $1,800–$5,500 |
| High school graduation (single) | 500–2,500 | Stage 20×16, line array PA, 6 mics, podium, name reader, processional music, optional stream | $4,500–$14,000 |
| Large stadium / district graduation | 2,000–6,000+ | Large stage or platform, distributed PA, IMAG, multi-cam stream, full crew | $14,000–$45,000+ |
| Choir or band concert | 100–800 | Choir risers, choir mics (Shure overheads or shotgun), instrument mics, recording, lighting | $1,500–$6,500 |
| Dance recital / theater production | 200–800 | Stage extension, monitors, wireless mics, theatrical lighting wash, playback | $3,500–$12,000 |
| Athletic banquet / awards night | 150–500 | PA, podium, screen for slideshow, lavalier and handheld mics, basic lighting | $1,800–$5,500 |
Nonprofit event pricing
Donor and fundraiser AV usually has to work harder per dollar: every minute of dead air during the paddle raise costs the organization donations. The brackets below assume a single ballroom or community-hall layout.
| Program | Typical Audience | Equipment Scope | Bay Area Range |
|---|---|---|---|
| Donor breakfast / cultivation event | 40–150 | Small PA, 2–3 mics, single screen, presentation laptop, optional tech | $1,200–$3,500 |
| Mid-size gala with paddle raise | 150–300 | Stage 12×16, PA, 6 mics (podium, auctioneer, lavs, handhelds), screen for sponsor reel and totals, basic lighting | $5,500–$14,000 |
| Large gala / mission moment | 300–700 | Stage 16×20, line array, IMAG cameras, dual screens, full lighting wash, video roll-ins, A1 + show caller | $14,000–$35,000 |
| Outdoor donor / field event | 100–500 | Pop-up stage, weather-rated PA, generator or battery power, lighting (if dusk), labor | $4,500–$18,000 |
| Community awareness event | 200–1,500 | Festival stage, PA, mics, basic lighting, 1–2 day labor | $6,500–$22,000 |
What drives cost up
- Outdoor environment. Power, weather staging, sun-readable monitors, and louder PA to overcome ambient noise all cost more than indoor.
- Long programs. A 4-hour graduation in May with 350 names costs more in labor than a 90-minute spring concert.
- Streaming for grandparents and donors. Adding a reliable single-camera stream typically adds $1,200–$3,500. Multi-camera switched broadcast typically adds $4,500–$10,000.
- Choir and music recording. A clean recording mix of a choir program (overheads, room mics, board feed) typically adds $500–$2,000 over standard reinforcement.
Budget realities and ways to save
- Book early. May graduations and December galas are peak. Booking 3–6 months out usually locks better pricing and the right crew.
- Share setups across days. Two graduations on the same field over a weekend can share load-in.
- Right-size the stage. A 16×20 stage works for most middle school and small high school ceremonies. Larger only if you need more than 6 chairs and a podium on stage at once. See the graduation stage sizing guide.
- Use venue PA where it works. A school gym with a working PA may only need supplemental mics and a tech, not a full system.
- Invest where it matters. For galas, the highest-leverage spend is the PA, lectern audio, and screen for the paddle raise — donor visibility and intelligibility move the totals.
Common mistakes
- Trying to read 400 names through a single house mic that crackles after 20 minutes.
- Streaming a graduation through a phone with no audio patch from the PA.
- Skipping wash lighting and ending up with a paddle raise where the auctioneer is in shadow.
- Renting choir risers without confirming hall depth — the front row ends up with no clearance from the audience.
- Forgetting power planning for outdoor donor events and discovering the only available outlet is 200 feet away.
Which option fits best?
The right fit depends on event type, audience size, venue, and how much your school or organization can manage on event day.
Rentals Only
Best for small assemblies, board meetings, and recurring services where a confident in-house operator (a band director, a parent volunteer with AV experience, a facilities lead) can run the system. Lowest cost.
Hybrid Support
Best when delivery, setup, and tuning should be professional but a staff member or volunteer runs the show. Common for medium choir concerts, graduations with a school AV club, and donor events with an experienced emcee.
Full-Service AV / Production
Best for galas with a paddle raise, large graduations, multi-camera streamed ceremonies, and any program where a missed cue costs donations or memories. You get an A1, show caller, and the right crew.
Recommended Next Step
The right option depends on event size, venue, staffing, and how hands-on you want to be. If you already know what you need, browse rentals. If you want help narrowing scope around your venue, run of show, and budget, ask for a recommendation. If you need a full production quote with delivery, setup, and onsite support, request a quote.
Browse Related Rentals Ask for a Recommendation Request a Quote
Related rentals for school and nonprofit events
Use these stage package links when your event team already knows the format and needs a quote-ready starting point.
- 8×8 stage package. Good for announcements, solo speakers, and compact ceremonies. View this rental package.
- 12×8 stage package. Better for panel chairs, small ensembles, and school assemblies. See related rental options.
- 16×8 stage package. Strong fit for graduations and donor or awards programs with multiple presenters. Add this stage package to your quote.