How much does a conference cost?A price guide for event planners |
How Much Does a Conference Cost? A Transparent Price Guide for Event Planners
We’re often asked to provide a guide to pricing event production, so to make budgeting easier, we’ve created a transparent tiered pricing guide. This system helps event planners understand what’s possible within different budget ranges while maintaining high production standards.
When planning a conference, technical production costs can make or break your budget if you’re not prepared. This guide breaks down exactly what you need, and what to expect, helping you plan with confidence and avoid unexpected expenses.
Why Production Costs Vary
Every conference production is unique to your brand, and no two conferences are ever the same. Conference costs vary depending on factors, such as audience size, event duration, technical requirements, and the complexity of the stage setup.
A small, one-day event with minimal tech needs will cost significantly less than a multi-day conference with advanced audiovisual requirements and bespoke staging. Understanding these variables helps you plan and allocate your budget effectively.
Remember, every conference is unique, and while these tiers provide a helpful starting point, a full, tailored quote is always recommended. Please be sure to contact us for a comprehensive quote that meets your specific needs.
T1: Essential Conference Setup
(Starting from £6,000 + VAT)
Perfect for intimate, straightforward events where professionalism is key but technical demands are minimal.
Ideal for up to 50 delegates attending a one-day conference. This package includes:
- Basic Stage & Room Lighting
- Small Set & Stage
- 1 Lectern
- 6.5k Laser Projector
- Video Control with 2 Playback Laptops
- Comfort Monitor
- Analogue Audio Mixer
- 4 Speakers
- 4-Way Radio Mic Rack
T2: Standard Conference Production
(Starting from £12,000 + VAT)
This option balances budget with enhanced technical sophistication, perfect for dynamic presentations.
Designed for conferences with 50–100 delegates, this tier offers:
- Stage & Room Lighting
- Single Bespoke Screen & Stage
- 1 Lectern, 4 Panel Chairs
- 10k Laser Projector
- Video Control with 2 Playback Laptops
- 2 Comfort Monitors
- 2 x 84″ Repeater Screens
- Digital Audio Mixer
- 6 Speakers
- 6-Way Radio Mic Rack
T3: Premium Production for Larger Events
(Starting from £22,000 + VAT)
Great for impactful presentations with larger audiences, offering superior AV quality and flexible staging.
Ideal for 100–150 delegates, especially multi-day conferences. Includes:
- Advanced Stage & Room Lighting with Moving Lights
- Twin Screen Bespoke Set & Stage
- 49” LED Digital Lectern
- 4 Panel Chairs + Coffee Table
- 2 x 10k Laser Projectors
- Video Control with 3 Playback Laptops
- 2 x 49″ Comfort Monitors
- 2 x 84″ Repeater Screens
- Digital Audio Mixer
- Line Array PA System
- 8-Way Radio Mic Rack
T4: High-Impact Production
(Starting from £30,000 + VAT)
Ideal for conferences that demand a ‘wow’ factor, ensuring every detail is visually and audibly impactful.
For large-scale events with 150–300 delegates, this tier features:
- Bespoke Set & Stage
- 49” LED Digital Lectern
- 4 Panel Chairs + Coffee Table
- 6.0m x 3.0m 1.5mm LED Video Wall
- Video Control With 4 Playback Laptops
- 2 x 49″ Comfort Monitors
- 4 x 84″ Repeater Screens
- Digital Audio Mixer
- Line Array PA System
- 12-Way Radio Mic Rack
- Full Lighting Rig with Moving Lights
What to expect as standard across all tiers?
Regardless of your chosen tier, every package includes:
- Comprehensive Project Planning
- Technical Crew & On-Site Support
- Lighting Design and Programming
- Presentation Management (including PowerPoint support)
- Delivery to London Venues
Why Transparent Pricing Matters
Transparent pricing eliminates guesswork, reduces last-minute surprises, and helps you budget effectively. Knowing exactly where your investment goes means you can prioritise features that matter most to your event.
Need a Custom Quote?
While this guide provides a solid starting point, every event is unique. Contact us for a tailored quote that meets your specific needs.
