How to Compare Audio Hire Quotes Without Being an Audio Expert

Digital audio mixer in Adelaide

You’ve contacted a few audio hire companies for your event and the quotes have arrived.

One is considerably cheaper than the others. Another contains a long list of equipment you don't recognise. One includes delivery, while another appears to charge for it separately.

How do you know which quote represents the best value?

Comparing audio hire quotes isn't simply a matter of looking at the total at the bottom of the page. Two quotes that appear to cover the same event can include very different equipment and levels of service.

You don't need to be an audio expert to compare them. You just need to know what questions to ask and what to look for.

Start by Checking That the Quotes Cover the Same Requirements

Before comparing prices, make sure each company has quoted for the same event.

Small differences in the information supplied can produce very different recommendations.

Check that each supplier knows:

  • what type of event you're holding
  • the venue or location
  • approximately how many people are attending
  • whether the event is indoors or outdoors
  • whether you need music, speeches or both
  • whether there will be a DJ or live performers
  • how many microphones you require
  • when the equipment is needed
  • whether you need delivery and collection
  • whether you require assistance setting up or operating the equipment

If one company has quoted for background music at a 50-person gathering while another is preparing for 150 guests and a dance floor, the prices aren't really comparable.

Make sure everyone is working from the same brief first.

Look at the Complete Sound System

A quote may simply say "PA system", while another supplier might list every component individually.

That doesn't automatically make one quote better than the other.

What matters is what you're actually receiving.

A typical event sound system might include:

  • powered speakers
  • subwoofers
  • speaker stands
  • microphones
  • microphone stands
  • a mixer
  • audio cables
  • power cables
  • other accessories required to connect the system

The equipment required depends on the event.

A simple presentation may only need speakers and a microphone. A wedding reception with speeches and dancing may require a more substantial system, while a DJ or live performance can require additional equipment.

You can browse Audio Hire's PA system hire options to see examples of systems intended for different types of events.

Don't Compare Audio Equipment by Wattage Alone

It's tempting to compare two speaker systems by looking at the wattage and assuming that the system with the larger number must be better.

Audio systems aren't quite that simple.

Speaker design, efficiency, maximum output, coverage, frequency response and the way the equipment is configured all affect performance.

More importantly, the system needs to be appropriate for the event.

For example, clear speech for a corporate presentation has different requirements from dance music at a birthday party. A system designed primarily for presentations may reproduce speech beautifully but not provide the low-frequency impact people expect on a dance floor.

When comparing quotes, ask why a particular speaker system has been recommended for your event rather than concentrating exclusively on its power rating.

Our speaker hire range provides examples of different speaker packages for events of varying sizes and uses.

Check Whether Subwoofers Are Included

This can create a significant difference between two audio hire quotes.

A subwoofer is designed to reproduce lower frequencies—the bass you hear and feel in music.

Whether you need one depends heavily on what you're doing.

For a presentation, conference or event primarily involving speeches, a subwoofer may be unnecessary.

For a party, wedding reception, DJ event or live performance, adding subwoofers can make a substantial difference to how the music sounds and feels.

One supplier may therefore quote two powered speakers while another recommends speakers plus subwoofers.

Those aren't equivalent systems, even if both quotes are described as "PA hire".

If music and dancing are important to your event, compare the sound system hire options rather than judging systems purely by the number of speakers supplied.

Compare the Microphones

Microphones can also account for differences between quotes.

First, check how many are included.

If you have an MC, several presenters and audience questions, one microphone may create unnecessary delays as it is passed from person to person.

Then check what type of microphones have been quoted.

A straightforward wired microphone may be ideal for a lectern, announcements or speeches where the person speaking doesn't need to move around much.

For example, the Shure PGA48 microphone is designed for clear speech and can suit wedding speeches, MCs, presentations and general event announcements.

For presenters, MCs or performers who need to move around, a wireless microphone may be more convenient.

If two quotes contain different microphone systems, don't assume the difference is simply one supplier using more expensive equipment. Ask why that particular microphone has been recommended.

Check Whether a Mixer Is Included

Not every event requires a separate audio mixer.

For a simple setup with one source and straightforward requirements, it may be unnecessary.

Once you start combining several microphones, music and other audio sources, however, a mixer becomes useful because it provides central control over the different signals.

The Yamaha MG06 audio mixer, for example, is a compact mixer that can accept multiple microphone and line-level inputs.

If one quote includes a mixer and another doesn't, establish whether both systems can actually accommodate everything you intend to connect.

Are Stands and Cables Included?

These are easy things to overlook when comparing quotes.

Speakers may require suitable stands. Microphones may need stands. Equipment needs the appropriate cables and access to power.

If one quote includes everything necessary to assemble and operate the system while another requires you to add accessories separately, the cheaper headline price can become less attractive once those extras are included.

Audio Hire's speaker hire, for example, includes the standard power and speaker cables required for the relevant setup, while longer cables and accessories can be hired separately where required.

Before comparing the final prices, ask:

Does this quote include everything I need to make the system work?

That's considerably more useful than comparing the price of the speakers alone.

Check Delivery and Collection Charges

Delivery is another area where quote totals can differ.

One supplier may incorporate transport into the hire price. Another may list delivery and collection separately.

You should therefore establish:

  • whether delivery is included
  • whether collection after the event is included
  • whether there are additional charges based on distance
  • where the equipment will be delivered
  • whether stairs or difficult access create additional requirements
  • what time delivery and collection can occur

Audio Hire offers delivery and collection across Adelaide, with the delivery and collection charge calculated from our Walkerville base.

If you're comparing collection against delivery, also consider your own time and transport. Collecting equipment yourself can save money, but only if you have a suitable vehicle and are comfortable transporting and setting up the equipment.

Does the Quote Include Setup?

Don't automatically assume that delivery means installation.

A supplier might deliver the equipment to the venue and leave it for you to set up. Another quote might include setup and testing.

Either arrangement can be perfectly suitable depending on the event and your experience.

The important thing is knowing which service you're buying.

If you're comfortable setting up a straightforward speaker system yourself, paying for technicians may be unnecessary.

For a complicated event involving several microphones, performers, multiple audio sources or strict timings, professional setup may be worthwhile.

Ask exactly what happens when the equipment arrives.

Is a Sound Technician Included?

This can create a major price difference between quotes.

Hiring equipment and hiring someone to operate it are two different services.

A technician can manage microphone levels, control different audio sources, respond to changes during the event and troubleshoot problems if something unexpected occurs.

For some events, that's extremely useful.

For others, it may be unnecessary.

A birthday party playing music from a straightforward source may not require someone standing beside a mixer all night. A corporate event involving multiple presenters, live entertainment and tightly scheduled program changes is another matter.

Audio Hire can provide an on-site sound technician where required, but it isn't something every equipment hire automatically needs.

When comparing quotes, establish whether labour is included and, more importantly, whether your event actually requires it.

Watch for Equipment You Don't Understand

A long equipment list can make a quote look impressive.

But more equipment isn't automatically better.

If you don't understand why something has been included, ask.

A good supplier should be able to explain it without hiding behind technical language.

You might ask:

What does this item do?

Why do I need it for my event?

What would happen if we removed it?

Those three questions can tell you a lot.

There may be an excellent reason for the equipment. Alternatively, you may discover an opportunity to simplify the system and reduce the cost.

You can browse Audio Hire's complete audio equipment range if you want to see examples of speakers, microphones, mixers, stands, cables and accessories commonly used to put event sound systems together.

Be Careful With a Quote That's Much Cheaper

Finding a lower price is obviously attractive.

And sometimes the cheaper quote genuinely is the better choice.

But if one quote is dramatically cheaper than the others, work out why before accepting it.

The difference could be:

  • a smaller speaker system
  • fewer microphones
  • no subwoofers
  • different equipment
  • no stands or accessories
  • delivery charged separately
  • no setup
  • no technician
  • different hire periods
  • different collection arrangements

None of those things automatically makes the cheaper quote bad.

You may not need the additional equipment or services.

The important thing is recognising the difference before making your decision rather than discovering it at the event.

Don't Assume the Most Expensive Quote Is Best Either

The opposite is equally important.

A higher price doesn't automatically mean you're getting a better solution.

You could simply be receiving more equipment or services than your event requires.

If you're holding a small presentation for 40 people, you probably don't need a sound system designed for a large dance event.

Good audio hire isn't about providing the largest possible system.

It's about providing a system that suits the job.

Compare Value, Not Just Price

The most useful way to compare audio hire quotes is to ask what you're receiving for the total amount.

Consider:

Suitability: Is the equipment appropriate for your venue, audience and event?

Completeness: Does the quote contain everything required?

Equipment: Are the speakers, microphones and other components suitable for what you're doing?

Service: Does the price include delivery, collection, setup or technical support?

Convenience: How much do you need to organise yourself?

Support: Can you get help if you're unsure about the equipment?

Once you compare those things, the prices become much easier to understand.

Ask Questions Before You Book

You don't need to understand every technical specification on an audio hire quote.

You do need to understand what you're paying for.

If you're uncertain, ask the supplier to explain the quote in plain English.

Tell them what matters most to your event and ask whether the proposed system is appropriate.

If you're organising an event in Adelaide and aren't sure what equipment you need, tell Audio Hire about your event. Let us know the venue, approximate guest numbers and what you need the sound system to do, and we can help you choose an appropriate setup.

Already know what you need? Browse our audio equipment hire range, check availability and book online.

The best audio hire quote isn't necessarily the cheapest or the most expensive.

It's the one that provides the right equipment and level of service for your event without making you pay for things you don't need.