Price and booking
What a sound rental quote really includes
Two quotes with the same equipment can differ a lot. The difference is almost never in the speakers: it lies in transport, hours on site and who stays during the event.
The approach
You are hiring a service, not a few speakers
The equipment is the only thing that shows up on the quote and the only thing people compare. But the real cost of bringing sound to an event is split across three blocks: the equipment, the logistics (transport, set-up, take-down, van time and staff time) and the technical staff who stay for the event.
When two quotes for the same event differ a lot, it is not usually because one has better equipment: it is because one includes set-up and the other charges it separately, or one allows for four hours on site and the other for two. Comparing prices without comparing that is pointless.
The seven questions that level the playing field between any quotes
Is transport included? Are set-up and take-down included? What time is set-up and what time is collection? Is there a technician during the event, and for how many hours? What happens if the event runs over? Is there a deposit? What spare equipment comes along? With those seven answers, two quotes become comparable.
The breakdown
What is usually included and what is usually extra
| Item | Included? | Details |
|---|---|---|
| Equipment | Included | The equipment itself, tested before it leaves the warehouse, with its cabling and stands. |
| Cabling and accessories | Should be included | Tripods, cables, extension leads, mic stands and power strips. If they aren't listed, ask: it makes a big difference on set-up day. |
| Transport | Normally included within the usual area | Outside the working radius it is usually quoted separately, depending on the distance and whether two trips are needed. |
| Set-up and take-down | Included in the service with set-up | What varies is the time allowed. A set-up with a very tight schedule or difficult access takes more staff. |
| Technician during the event | Extra | Quoted per day or per block of hours. It is the item that varies most between quotes. |
| Overtime | Extra | It is normal for a party to run over. Having the overtime rate agreed in writing is less common. |
| Deposit | Depends on the case | Common for dry hire (without set-up) or when the client takes the equipment away. It does not usually apply to a service with set-up and a technician. |
| Insurance | It depends | The equipment is insured by its owner. Public liability for the event is the organiser's responsibility. |
| Spare equipment | Should be included | A backup microphone and spare cabling. It isn't billed as an extra: it is part of doing the job properly. |
What drives the price up
The variables that really move the price
The schedule
It is the first one. Setting up in the morning with the venue empty is quick and cheap. Setting up at seven in the evening while the caterers are laying the tables takes twice as long. And taking down at four in the morning means a night shift for the crew.
Access
Being able to park the van at the door and unload on the level is not the same as carrying equipment up stairs, across a gravel (albero) courtyard or relying on a goods lift. In historic centres with pedestrianised streets, the loading time window shapes the whole day.
Duration and time on site
Delivering the equipment set up and leaving is not the same as staying for eight hours. The sound technician is a real line item, and it is what turns a correct set-up into an event that goes well.
Distance
An event in Triana and another in Écija do not have the same logistics cost, even if the equipment is identical. How it is calculated is explained in service areas.
Dates
In high season equipment is limited. During the Feria, in May or on New Year's Eve, the problem isn't negotiating: it is whether there is any equipment left. This is covered in how far in advance to book.
Warning signs
How to spot a quote that will cause problems
It doesn't say what time set-up is
If the schedule isn't in writing, on the day of the event you will get the interpretation that suits whoever is setting up, not you.
It doesn't mention take-down
That is half the job. A quote that doesn't mention it may be counting on you to collect the equipment yourself, or on charging for it separately.
Equipment list without quantities
"Professional sound system" is not something you can quote for. The quote should list the number and type of each item.
It doesn't mention a technician, not even to rule one out
If the event has speeches or live music and nobody has mentioned a technician, someone is assuming you will manage on your own.
A price far below the others
It almost always means something is missing: transport, set-up, hours or spares. It is worth asking what before you decide.
No cancellation terms
Events get moved and called off. Knowing in advance what happens if the date changes avoids arguments when there is no longer any room for manoeuvre.
Keep reading
Related links
Frequently asked questions
Questions about quotes
Is set-up included?
In our quotes, yes, unless stated otherwise: transport, set-up and take-down are included. What is quoted separately is the technician who stays during the event.
Do I have to pay a deposit?
It does not usually apply to a service with set-up and a technician. It is more common when the client collects and returns the equipment themselves.
What happens if the event runs over?
The agreed overtime rate applies. It is best to settle it in writing when you book, because nobody is in the mood to negotiate on the night.
Can I collect the equipment myself and save on transport?
For small systems, yes. For bulky equipment or anything that needs technical set-up, it isn't worth it: the risk of damage and the time lost outweigh the savings.
How much does sound for my event cost?
It depends on the number of guests, the venue, the schedule and whether there is a technician. In prices and quotes we explain how the figure is made up and what information we need to give it to you.
Request a quote with everything included
Equipment, transport, set-up and schedule in writing. No line items that appear later.
