If you’re a part of a modern workplace, you know how much it depends on screens, sound, and connection. Whether it’s a virtual pitch to a client or an all-hands meeting streamed across offices, a professional AV setup helps keep people and ideas moving.

According to Grand View Research, global spending on AV and conferencing technology is projected to grow by nearly 8% annually through 2030. The steady rise in investment reflects how essential professional AV systems have become.

As meetings, events, and hybrid collaboration become the norm, many companies face the same question: Should you hire AV equipment when needed or invest in your own setup?

Both paths can deliver professional results, but they come with different costs, responsibilities, and levels of flexibility. In this guide, we’ll break down the pros and cons of each to help you make an informed decision. 

Understanding Audio Visual Equipment: What It Includes and Why It Matters

Audiovisual equipment encompasses a wide range of devices beyond just microphones and speakers. It includes projectors, LED screens, sound systems, video conferencing setups, lighting, and control systems that work together to deliver clear speech and readable visuals in any room.

As workplaces embrace hybrid and remote collaboration, the demand for professional AV systems has grown. Teams expect stable, high-quality connections across offices and time zones, and clients expect presentations that match your brand and AV quality standards.

The right corporate AV solution can:

• Present consistent branding with clear audio and readable visuals during meetings, conferences, and events.
• Make it easier to hear remote speakers and see shared content.
• Minimise setup time and cut troubleshooting during calls and hybrid sessions.

What to Know Before Choosing Your AV Setup

AV systems typically fall into two main categories, each with different business needs and schedules. Choosing the proper setup helps you get the most from your technology investment.

Permanent AV Installations

Permanent AV system installations help with everyday use in offices, boardrooms, and training rooms. They stay in place, delivering reliable audio and clear visuals day after day.

Fixed cabling and simple, at-table controls make them easy to use for regular meetings, presentations, and sessions with in-room and remote participants.

Temporary AV Setups

Temporary setups work well for short-term needs such as events, product launches, and exhibitions. These setups let you add or remove gear for each event and scale as needed.

You still get clear sound and bright, readable visuals without the cost or commitment of owning equipment, making them a great choice when you need a professional AV setup for a particular occasion.

Before deciding, consider how frequently you’ll use the equipment (daily, weekly, or event-based), who will manage it, and the level of flexibility you need. Mapping your usage patterns first will help you decide whether to hire AV equipment or invest in your own.

The Case for Hiring AV Equipment

Hiring AV equipment means you pay to use professional-grade gear for a set event or period, perfect for short-term or occasional needs like conferences, trade shows, product launches, or quarterly meetings.

Benefits of Hiring

Beyond convenience, hiring comes with many practical advantages that make it a smart choice for innovative businesses.

Cost-Effective for Occasional Use

When you hire AV equipment, you avoid large upfront costs and ongoing storage or maintenance. It’s a flexible option for businesses that need a professional AV setup a few times a year, allowing you to allocate budget to other priorities.

Access to the Latest Technology

AV hire companies regularly update their inventory, giving you access to the newest equipment and software without depreciation or upgrade costs. You’ll always have reliable, up-to-date gear for presentations, hybrid meetings, or business events without the future cost of replacing outdated systems.

Professional Setup and On-Site Support

Hiring includes delivery, setup, and operation by trained technicians. They take care of everything from installation to troubleshooting, so you can focus on managing your event. This level of service makes sure that your AV equipment for business meetings or events takes less setup time and causes minimal interruptions during sessions.

Scalable for Any Event Size

Whether you’re hosting a small training session or a large corporate conference, hired AV systems can be scaled up or down to suit your needs. Adding extra microphones, lighting, or display screens is as easy as updating your event AV hire package.

No Maintenance or Downtime Costs

With hired systems, you never have to worry about repairs, replacements, or service schedules. The provider manages all maintenance and makes sure that every piece of equipment is tested and configured before delivery.

When Hiring Makes the Most Sense

Hiring AV equipment is ideal for businesses that need flexibility or occasional access to high-quality technology. For example:

• Companies that host occasional events: Perfect for quarterly meetings, training sessions, or one-off corporate functions.
• Organisations running conferences or exhibitions: Best for events where scale, venue size, and technical needs change each time.
• Marketing and product teams: Great for product launches, media events, or brand activations requiring short-term setups.
• Small businesses or startups: Offers access to professional-quality sound and visuals without the upfront cost or maintenance of ownership.

The Case for Buying AV Equipment

Buying audiovisual equipment means you own the gear outright, a practical option for businesses that use it frequently or need a permanent setup. It’s a long-term investment that gives you complete control over how your systems look, sound, and perform.

Advantages of Buying

Investing in your own AV equipment offers several advantages that can enhance efficiency and brand perception.

Long-Term Savings

If your business depends on AV systems daily, buying can be more cost-effective in the long run. The upfront can be cheaper than frequent equipment hires, and you’ll have consistent access without recurring AV rental fees.

Customisation and Control

Buying your AV setup lets you design it for your rooms, brand, and technical requirements. From integrated lighting and audio to video conferencing, a custom installation creates a smooth, reliable setup that supports daily operations and your brand standards.

Always Available When You Need It

In-house systems are ready to use whenever you are. There’s no need to book equipment, confirm delivery times, or depend on vendor availability. Your team can walk into any meeting room and start confidently.

Boosts Your Professional Image

A well-installed corporate AV solution shows reliability and professionalism. Whether you’re hosting clients, investors, or internal meetings, a high-quality permanent setup reflects your business’s commitment to clear communication and smooth operations.

Tax and Depreciation Benefits

When you buy AV equipment, it becomes a business asset that can be depreciated over time. This reduces taxable income but adds long-term value to your organisation’s balance sheet. This is a financial advantage you don’t get with a short-term hire.

When Buying Makes the Most Sense

Ownership pays off when your business depends on AV systems every day and you want them ready whenever you need them. Here are a few examples:

• Corporate offices and headquarters: Daily meetings and hybrid sessions benefit from dependable installations that save time and help keep performance consistent.
• Venues hosting recurring events: Workspaces that conduct regular conferences or presentations need stable, ready-to-use systems.
• Organisations seeking full control: Teams that want to manage their own setup and configure it for their brand and workflow.

Cost Comparison: Hiring vs. Buying AV Equipment

When comparing costs, consider how many times you’ll use the gear and for how long. Here’s a clear view with some common business scenarios.

Scenario	Hire AV Equipment (Cost)	Buy AV Equipment (Cost)	Which is Better?
One-off event	$2,000–$5,000	$15,000+ upfront	Hire
Monthly events	$24,000 annually	$15,000 purchase	Buy
Small meetings	$300/month	$4,000 purchase	Buy
Annual conference	$10,000	$15,000 purchase	Hire

Hidden Costs to Consider

• When buying: Budget for maintenance, repairs, software updates, storage, and periodic upgrades on a 3 to 5 year refresh cycle.
• When hiring: Expect delivery and labour fees. Availability is limited during busy seasons; book in advance to secure the equipment you need.

Practical Considerations Before Making a Decision

Before choosing to buy or hire AV equipment, know your business’s needs. Use these questions to guide your choice:

How often will you use AV systems?

Occasional events might not justify ownership, while daily use makes buying more cost-effective in the long run.

Do you have staff who can manage setup and maintenance?

If not, hiring gives you access to trained technicians who manage everything from installation to troubleshooting.

What’s your budget and storage capacity?

Buying requires upfront investment and storage space, whereas AV equipment hire spreads costs over time and avoids long-term storage needs.

Do you need flexibility to upgrade often?

Hiring keeps your setup current with new technology, while buying can have you using the same equipment until the next upgrade cycle.

Hybrid Approach

Many businesses buy essentials (projectors, microphones) and hire advanced AV equipment for larger or specialised events. A hybrid model gives you control, consistent quality, and room to scale without owning everything.

Sustainability and Environmental Impact

Hiring AV equipment encourages reuse, minimises electronic waste, and lowers shipping and packaging costs. For companies focused on sustainability, hiring can support broader ESG or CSR goals.

Specialised Insight

Businesses that take the time to understand their current setup and match it to their long-term needs make smarter, more cost-effective choices. Audisound helps Australian businesses find practical corporate AV solutions that work for their needs. 

Whether you hire, buy, or use a mix of both, start by reviewing how your team uses audiovisual equipment, and get expert advice to make every setup work for you.

Technical Support and Maintenance: The Hidden Factor

One of the biggest advantages of AV equipment hire is the built-in technical support that comes with it. For many businesses, this service is invaluable, particularly if they don’t have a dedicated AV team.

Expert Assistance

When you hire from Audisound, our trained technicians handle every process, including installation, calibration, and on-site troubleshooting. You can focus on your event or meeting while the experts take care of the technical details.

Peace of Mind

Hiring reduces the risk and pressure associated with events. For instance, if AV equipment rentals fail, the provider replaces them quickly. That way, your session continues with minimal disruption. With technicians on site, your team can focus on content while they manage setup and troubleshooting, helping you deliver clear audio, readable visuals, and a smooth event.

Owning Means More Responsibility

When you own your AV system, the technical workload shifts to your team. You’ll need to plan and budget for:

• Regular maintenance and calibration.
• Software and firmware updates.
• Repairs and replacements over time.

At Audisound, each hire includes certified technicians for setup, live mixing, and troubleshooting, along with quality-tested gear and on-site spares. You also get pre-event planning, live monitoring, and teardown support to keep your program on schedule with clear audio, stable visuals, and minimal downtime.

How Audi Sound Supports Businesses with AV Hire and Purchase Solutions

With over 30 years of experience, Audisound helps Australian businesses make confident, cost-effective AV decisions, whether that means hiring, buying, or a mix of both. Our team plans and recommends the right systems to help clients avoid downtime, technical headaches, and incompatible gear.

Our AV Hire Services

• Corporate events, exhibitions, and trade shows: We provide AV equipment hire with setup and live support, ensuring presentations have clear audio and readable visuals.
• Full delivery, setup, and on-site operation: Certified technicians manage installation, live mixing, and monitoring, allowing your team to focus on the event.
• Access to the latest equipment from leading brands: You’ll always have high-performance, tested gear that’s ready for your venue and audience.

Our AV Purchase Solutions

• Custom installations for offices, schools, and public venues: Audiovisual equipment setups made to work with your space and daily needs.
• Ongoing maintenance and upgrade support: Keeps your system performing reliably with minimal downtime.
• Expert consultation to match systems with business goals: We make sure you get the maximum return on investment from your audiovisual equipment.

Audisound works with organisations of all sizes, from schools and councils to corporate headquarters, offering corporate AV solutions built for reliability and clarity. Our consultative approach helps each client weigh cost, usage, and flexibility before choosing the right setup.

What Works Best for Your Business?

Both hiring and buying AV equipment have clear advantages. Hiring keeps costs low and technology fresh, while buying offers control and long-term savings for frequent use.

Whether you’re planning a one-off corporate event or upgrading your office boardroom, Audisound can help you find the right solution. Contact us today to explore the best hire or purchase option for your business. Get expert advice, modern technology, and custom solutions, all from one trusted provider.