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You've asked several audio hire companies to quote for the same event, but the prices are surprisingly different.
Why?
Audio hire prices can vary because quotes may include different PA systems, speaker sizes, subwoofers, microphones, mixers, accessories, delivery, setup and technical support. Two quotes for the same event may therefore provide very different equipment and services.
The cheapest quote may be exactly what you need. But before comparing the totals, make sure you're actually comparing the same thing.
Here are the main factors that can affect the price of audio hire.
1. PA System Size and Speaker Choice
A quote might simply describe the equipment as a "PA system", but that can mean many different things.
One system might consist of two powered speakers suitable for a smaller event.
Another might include larger or additional speakers designed to provide better coverage across a bigger venue.
The appropriate system depends on:
- audience size
- venue dimensions
- indoor or outdoor use
- speech or music requirements
- desired sound level
More speakers don't necessarily mean unnecessarily loud sound. In larger or unusually shaped venues, additional speakers can help distribute sound more evenly.
If you're unsure what system is appropriate, see our PA hire options or read What Size PA System Do I Need for My Event?
2. Subwoofers Can Change the Price
One quote may include two PA speakers while another includes speakers plus subwoofers.
Those aren't equivalent systems.
Subwoofers reproduce the lower frequencies that give music much of its bass and impact.
For a conference focused on speeches, they may provide little practical benefit.
For a:
- wedding reception
- birthday party
- DJ event
- dance floor
- live performance
they can make a substantial difference.
If dancing is an important part of the event, paying more for a system with suitable subwoofers may provide better value than choosing a cheaper speech-oriented system.
Browse our sound system hire options if music is a major part of your event.
3. Microphone Numbers and Types Affect the Quote
Microphones can account for significant differences between audio hire quotes.
A system containing one wired microphone isn't equivalent to one containing several microphones or wireless systems.
For straightforward speeches from a fixed position, a wired microphone may be all you need.
The Shure PGA48, for example, can suit speeches, announcements and general event use, while the Shure SM58 is a popular option for professional vocals and live applications.
Wireless systems generally cost more but provide freedom of movement for MCs, presenters and performers.
They can also make audience Q&A considerably easier.
The number of microphones matters too.
One microphone might technically be enough for an MC, several speakers and a panel discussion, but continually passing it between people can interrupt the event.
Sometimes another microphone isn't unnecessary equipment—it's what allows the program to run smoothly.
4. Mixers, Stands, Cables and Accessories Add to the System
Speakers and microphones aren't necessarily the complete system.
Depending on the event, you may also require:
- an audio mixer
- speaker stands
- microphone stands
- audio cables
- power cables
- adaptors
- other accessories
A mixer becomes particularly useful when several microphones and audio sources need to operate together.
For example, you might need to connect an MC microphone, another microphone for speeches, background music and laptop audio at the same time.
For smaller setups, a compact mixer such as the Yamaha MG06 may provide the additional inputs and control required.
One quote may include these supporting components while another prices them separately.
When comparing quotes, ask a simple question:
Does this include everything required to make the system work for my event?
Browse the Audio Hire equipment range to see the types of microphones, mixers, stands and accessories that can form part of an event sound system.
5. Delivery and Collection Affect the Total Cost
Check how the equipment is getting to and from the venue.
One quote may assume you'll collect and return everything yourself.
Another may include delivery and collection.
For a small system, collection can be straightforward.
Once you're hiring several speakers, subwoofers, stands, microphones and other equipment, transport can become a bigger consideration.
Before choosing the cheaper collection option, make sure:
- everything fits safely in your vehicle
- you can load and unload it
- you have time to collect it
- you can return it when required
Audio Hire offers delivery and collection across Adelaide if you'd prefer to remove that job from your event schedule.
6. Setup May Be Included
Delivery and setup aren't necessarily the same service.
One supplier may deliver the equipment and expect you to assemble it.
Another may position, connect and test the system before the event.
That difference will naturally affect the quote.
Whether setup is worthwhile depends on the complexity of the equipment and how comfortable you are doing it yourself.
Two speakers and one microphone may be relatively straightforward.
A larger system involving subwoofers, several microphones, a mixer and performers can take more preparation.
When comparing quotes, establish exactly what happens when the equipment arrives.
7. A Sound Technician Can Be a Significant Difference
If one quote includes an on-site sound technician and another doesn't, you're no longer comparing equipment hire alone.
A technician can:
- set up and test the system
- conduct soundchecks
- manage microphones
- control different audio sources
- adjust levels during the event
- support performers
- respond to changes
- troubleshoot problems
Not every event needs this service.
A straightforward party with a simple sound system may be perfectly manageable without a technician.
But once an event involves multiple microphones, live performers, panel discussions or frequent audio changes, somebody needs to manage them.
If that's not a technician, make sure you know who it will be.
For an event organiser already coordinating guests, speakers, venue staff and schedules, handing responsibility for the audio to someone else can be particularly useful.
Read Do I Need a Sound Technician at My Event? if you're deciding whether technical support is worth adding to your booking.
8. Hire Duration and Event Timing Can Differ
Check the hire period.
One quote might allow you to collect equipment ahead of the event and return it the following day.
Another may operate on different collection and return times.
Venue requirements can affect the service as well.
For example, you might only be allowed to set up during a narrow window or be required to remove everything immediately after the event.
If delivery, setup or technical staff are involved, these timing requirements can affect the overall cost.
Make sure each supplier has been given the same event and access times before comparing their prices.
9. DJs and Live Performers Can Add Requirements
If you're having a DJ or live entertainment, establish what they're providing.
A DJ may bring a controller and laptop but expect you to provide the PA speakers and subwoofers.
A live performer may require:
- vocal microphones
- microphone stands
- instrument connections
- monitor speakers
- mixer inputs
- subwoofers
- additional cables
- a soundcheck
- technical operation
Professional performers may provide a technical rider listing these requirements.
One audio hire quote may have allowed for the performer's complete requirements while another only includes the main speakers.
Naturally, the prices won't be the same.
Ask the performer or DJ what they need before requesting your audio quote.
10. More Expensive Doesn't Automatically Mean Better
A larger equipment list isn't always a better one.
You may not need subwoofers for a speech-only event.
You may not need wireless microphones if everyone speaks from the same fixed position.
You may not need a technician for a simple system you're comfortable operating yourself.
Equally, removing those things purely to achieve the lowest possible price may compromise an event that would genuinely benefit from them.
The important question is:
Why has each item been recommended?
If an additional microphone makes a panel discussion easier, it has a purpose.
If subwoofers provide the type of sound you want for a dance floor, they have a purpose.
If delivery saves you transporting a large system, it provides a service.
If a technician manages a complicated program so you don't have to, there's a clear benefit.
Compare those benefits rather than simply counting pieces of equipment.
How Should You Compare Audio Hire Quotes?
Before looking at the final price, compare:
PA system: Is it suitable for the venue, audience and event?
Music: If dancing or entertainment is involved, are suitable subwoofers included?
Microphones: Are there enough, and do any need to be wireless?
Mixer and accessories: Can everything be connected, and are the required stands and cables included?
Delivery: Are you collecting the equipment or is transport included?
Setup: Who assembles and tests the system?
Technical support: Are you operating it yourself or is a sound technician included?
Hire period: When do you receive the equipment and when must it be returned?
Performers: Have the DJ or live entertainment requirements been included?
Once those things are clear, the price comparison becomes much more meaningful.
Compare Value, Not Just the Bottom Line
The lowest audio hire quote can be excellent value when it contains everything your event requires.
A higher quote can also represent better value when it includes equipment or services that genuinely improve the event.
The key is understanding the difference.
Don't pay more simply to receive more equipment.
But don't automatically remove useful equipment or services simply to reach the lowest possible price.
If you already know what you need, browse the Audio Hire equipment range or explore our PA hire options.
If you're unsure, contact Audio Hire with your venue, approximate audience numbers and a description of your event.
We can help identify the core system first and then work through whether additions such as subwoofers, extra microphones, mixer capacity, delivery, setup or technical support would provide a genuine benefit.
The best-value audio hire quote isn't necessarily the cheapest or the most expensive. It's the one that provides the right equipment and support for your event.