Free tool · Corporate AV

What does your room cost per minute?

Before you compare AV quotes, work out what you are actually protecting. This builds a one-page business case — what the audience's time is worth, what a technical failure costs against it, and where production sits as a share of your total event investment.

It doesn't quote AV. It gives you the number to take into the budget meeting.

01 The room

Event name (optional)

People in the room

Hours they're there

Typical attendee salary band

02 The investment

Total event budget (venue, F&B, content, staging — everything)

Attendees travelling in

Travel + hotel, each ($)

AV / production budget being considered ($)

03 The stakes

Senior executives presenting

Remote audience (0 if none)

What is this event actually for? (tick all that apply)

A strategy or restructure announcement A product or brand launch Customers or prospects in the room Investors, board or media present Employee morale and retention Fundraising or a financial ask

Nothing leaves your browser. The assumptions are printed on the brief so your finance team can check every line.

Production Investment
Business Case

Every minute this room is running costs

in attendee time alone — before venue, catering, travel or content.

What the event costs

Audience time in the room: $0
Travel & accommodation: $0
Event budget (venue, F&B, content): $0
Total invested in this room: $0

Where production sits

Production is 0% of the total invested in this room. Put another way: every $1 of production spend protects $0 of investment that is already committed and non-refundable on the day.

What failure costs

$0 A ten-minute delay. A slide deck that won't load, a microphone hunt, a stream that has to be restarted. Ten minutes of the whole room, waiting.
$0 A half-hour recovered from behind. The point at which the agenda gets cut, and the session that gets cut is rarely the one you'd choose.
$0 A failed keynote. Executive preparation time plus the audience's time for that session — and the message that was supposed to land, not landing.
— A dropped stream. Your remote audience is not a rounding error. If the uplink fails, that audience is simply gone, and there is no recovering them afterwards.

The question for the budget meeting

—

The lowest quote is not the cheapest outcome. It is the one that removes the backup deck, the second technician, the rehearsal window and the redundant uplink — which is to say, it removes precisely the things that exist to protect the number above.

Assumptions — check these

Take this into the budget meeting. Print it, or save it as a PDF and forward it.

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