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The £100k Mistake Hiding in Most AV Quotes (And How to Avoid It)
- sanjeevdesour
- Nov 20
- 4 min read
The most expensive mistake in live events is usually invisible on the quote.
It is not the headline number. It is the missing line items that only show up when something goes wrong.
I have seen it cost businesses well over one hundred thousand pounds in a single day.
Here is what is hiding in most AV quotes, and how to spot it before you sign.
The real mistake
Most clients compare AV quotes like they are buying the same product.
They look at:
screen size
number of speakers
number of lights
number of microphones
day rate
total cost
On paper, they look similar.
In reality, they are not.
Because the real difference between a safe quote and a dangerous one is not gear. It is risk coverage.
When a quote is built around gear only, you are buying a setup that works when everything goes perfectly.
Events never work in a perfect world.
Why tender quotes are rarely comparable
Here is what makes this problem worse.
When companies go out to tender, the proposals that come back are almost never like for like, even when they look similar at first glance.
Two suppliers can both say they are providing:
sound lighting screens mics crew
Yet one is quoting for a show built to survive failure, and the other is quoting for a show that only works if nothing breaks.
On a spreadsheet they look comparable. In the real world, they are not.
The danger is that the brain looks for a shortcut under time pressure.
The easiest shortcut is the final number.
So instead of judging risk coverage, crew depth, prep time, and contingency, people quietly let the bottom line steer the decision.
That approach feels rational. It is not.
Because the cheapest quote is often the one that has removed the things you needed most, and hidden the risk inside your event day.
A true story you will recognise
A client once sent us two quotes and asked why ours was higher.
The other supplier looked cheaper and included what appeared to be the same kit list.
Same LED wall size. Same number of microphones. Similar lighting list.
Then we asked one simple question:
What happens if your main playback machine fails during the keynote.
Silence.
No back up machine. No mirrored content. No spare signal path. No secondary switcher.
Their quote assumed nothing would fail.
That is the mistake.
Because the moment something fails, the cost is not the AV bill. The cost is:
a room full of senior people losing trust
a keynote falling flat
a brand moment turning into a post mortem
a recording that becomes unusable
a sales or fundraising narrative that collapses
That is where six figures disappear, fast.
The hidden risk categories most quotes ignore
If you have not seen these clearly priced, they are probably not included.
Redundancy: Back up paths for sound, video, playback, and control. This is what keeps the show alive when something fails.
Proper power and distribution: Clean power, correct load planning, and protected circuits. Bad power is the silent killer of screens and audio.
Rigging safety and compliance: Rated hardware, correct points, trained riggers, safe working at height, and proper documentation. This is not optional. It is the difference between a smooth show and a liability.
Crew depth: Not just numbers. The right number of experienced people to build, operate, and fix problems quickly.
Pre production time: Good events are made before the truck arrives. Room drawings, line diagrams, rehearsal plans, show flow, and contingency planning only happen when time is budgeted to do it.
If those five are not present, the quote is not a production plan. It is a kit rental list.
A fast way to audit any AV quote
Before you approve, ask these seven questions:
What is your back up plan for sound and video if a core device fails
Are there spare playback machines ready to go live instantly
How are you managing power distribution and circuit protection
Is rigging being done by certified riggers with rated hardware
How many crew are on site, and what are their roles
What pre production time is included before the event day
What is the single biggest risk you expect, and how are you covering it
A serious supplier will answer clearly, without defensiveness.
A weak supplier will wave it away with confidence and no detail.
Confidence is cheap. Contingency is expensive. Only one of them saves your event.
The mindset shift
Do not buy AV like you are buying equipment.
Buy it like you are buying insurance for a high-stakes business moment.
The right quote is not the one that looks cheapest today. It is the one that keeps your event alive when the unexpected happens.
If you are planning a conference or live show in 2026 and want a second set of eyes on your AV quote, message us, we'll tell you what's missing and what's overkill.
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