Asking three suppliers for a 'stage and AV package' will produce three wildly different quotes — not because the suppliers disagree on price, but because they're scoping different things in. This guide breaks the turnkey package into its six independent disciplines so you know exactly what you're buying.
1. Stage build
Modular truss-deck stages, typically 600mm or 1000mm high, in widths from 6m × 4m up to 16m × 10m. Includes anti-slip carpet, edge skirting, riser steps, and a barrier rail. For events with 5+ presenters or any musical performance, the stage doubles in cost compared with a single-keynote setup because of the load rating and the additional deck.
2. Sound system
- Line-array main speakers — sized to room volume, not just attendee count.
- Subwoofers — essential for any music, optional for keynote-only.
- Stage monitors or in-ear monitor pack for presenters.
- Mixing console with at least 2 spare mic channels.
- Wireless mic kit — typically 4–8 channels (handheld + lavalier mix).
- Cabling, DI boxes, signal splitters and a dedicated audio engineer.
3. Lighting
Stage wash (key + fill + back), front spots for presenter pickup, a follow-spot if there's a moving host, and audience-area wash so guests can navigate. For brand events, programmable LED par cans deliver colour scenes synced to content. A lighting designer (LD) cues the show — without one, even good rig hardware produces inconsistent results.
4. LED video wall
A quality LED screen rent should always come with a dedicated technician — content switching, brightness adjustment and troubleshooting cannot be left to your venue crew. The screen itself is sized to room scale: 4m × 2.5m for breakout, 6m × 3.5m for conferences, 8m × 4.5m+ for galas and large weddings. Always include the seamless processor in the same line item; without it, you can't switch cleanly between slides, video and live camera feed.
5. Power & infrastructure
- Power distribution from the venue feed to every supplier station — sound, lighting, LED, video — on separate circuits.
- Backup generator sized for the full event load + 40% headroom.
- UPS protection for the LED processor and sound mixing console.
- Cable ramps, gaff tape, safe routing across guest walkways.
- Spare fuses, spare cables, spare connectors for every signal type.
6. Content & show-call
The piece most suppliers leave out. A show-caller (often the event planner) drives the run-of-show — cueing AV inputs, slide changes, lighting state changes and music transitions. A serious package includes a comms (intercom) channel so all technicians hear the same cues at the same moment.
Sample turnkey package pricing
| Event scale | What's included | All-in Sri Lanka price |
|---|---|---|
| Boardroom AGM (100 guests) | Small stage, 4-mic sound, basic lighting, 3m × 2m LED, 1 technician | LKR 220,000 – 320,000 |
| Hotel conference (300 guests) | Mid stage, 8-mic sound, full rig, 6m × 3.5m P3 LED, 2 technicians, processor | LKR 550,000 – 850,000 |
| Product launch (500 guests, gala) | Large stage, 12-mic sound, programmable lighting, 8m × 4.5m LED, 3 technicians, generator | LKR 950,000 – 1,500,000 |
| Outdoor brand activation (800+) | Outdoor stage, rigged sound, programmable lighting, outdoor LED, generators, full crew | LKR 1,600,000 – 3,200,000+ |
How to read a turnkey AV quote
- Demand line-item pricing for stage, sound, lighting, LED, power, and crew. A single 'AV package' figure hides what's missing.
- Check the technician count — sound, lighting and LED each need a dedicated operator. Anything less is a single-point-of-failure.
- Verify a generator is included for events above 300 guests or any outdoor build.
- Confirm rehearsal time is included in the day rate — not charged hourly on top.
- Check the dismantle window matches the venue's load-out rule.