We understand that planning an event is a large project that can cause a lot of stress. Our goal is to empower you with honest and reliable audio visual rental cost information to help you accurately budget for your upcoming event.

Much like buying a house or a car, event rentals can have a lot of variables and we’ll do our best to walk you through all of the variables when it comes to projector and screen rentals. 

This article will cover cost information for most events. We will ignore the extremely high-end events and focus on what most people are looking for: Accurate costs for events with less than 300 guests.

Quick Answer: To rent a screen and projector, it will cost you between $150-$2600, depending on your needs and whether or not you are dealing with an In-House Hotel A/V Company, or an Outside A/V Company.

Projector Screen Rental Costs

Projector Screen Size

It would be hard to discuss the cost of your projector rental without discussing the size of screen that you desire. Screen size is almost always determined by the number of guests. We’ve put together the following recommendations based solely on the number of guests:

  • 50 Guests: 6′ Wide Tripod Screen – $75-$200
  • 100 Guests: 8′ Wide Tripod Screen – $75-$200
  • 150 Guests: 10′ Wide Fastfold Screen – $200-$400
  • 200 Guests: 12′ Wide Fastfold Screen – $200-$500
  • 300 Guests: 16′ Wide Fastfold Screen – $300-$600
    * these costs may double if you decide to have a screen on either side of the stage.

Projector Brightness (Lumens)

Once you know how large of a screen you want, it’s time to discuss the brightness (size) of the projector that you need. 

This can sometimes be a hard thing to estimate as it is largely dependant on how much ambient light is in your venue. That being said we’ve put some rough guidelines below where we’ve tried to recommend a good projector for each possible screen size:

  • 6′ Wide Screen – 2500-3000 Lumen Projector – $75-300
  • 8′ Wide Screen – 3000-4000 Lumen Projector – $125-400
  • 10′ Wide Screen – 4000-6000 Lumen Projector – $150-600
  • 12′ Wide Screen – 5000-7000 Lumen Projector – $200-800
  • 16′ Wide screen – 6000-10,000 Lumen Projector – $250-2000
    * these costs may double if you decide to have a screen on either side of the stage.
    * the projector size can vary widely in a venue that has a lot of ambient light. 

Projector & Screen Rental Packages

Putting the two sections above together, we get the following cost estimates for a projector and screen rental package:

  • 50 Guests – 6′ Wide Screen – 2500-3000 Lumen Projector – $150-$500
  • 100 Guests – 8′ Wide Screen – 3000-4000 Lumen Projector – $200-$600
  • 150 Guests – 10′ Wide Screen – 4000-6000 Lumen Projector – $350-$1000
  • 200 Guests – 12′ Wide Screen – 5000-7000 Lumen Projector – $400-$1300
  • 300 Guests – 16′ Wide Screen – 6000-10,000 Lumen Projector – $550-$2600
    * these costs may double if you decide to have a screen on either side of the stage. 

Why Is There Extreme Price Variation?

The price variance can be shocking when you first see everything listed out like this. There are several factors the cause the extreme price variation that you see listed in our ballpark estimates above. 

  • City vs Town – If the city is large, the costs related to labour and logistics go up substantially. 
  • In-house A/V or Outside A/V – Generally any A/V company that is “built in” to a hotel or conference centre will cost 2-3X above standard market pricing. This isn’t necessarily value that you will receive as a customer, you just pay a premium price for working with the in-house company.

Projector Rental Topics

  • 0:00 Introduction
  • 0:33 Less than 300 guests
  • 1:01 Variables
  • 1:24 Size of your screen
  • 1:44 50 Guests
  • 1:57 100 Guests
  • 2:12 150 Guests
  • 3:13 200 Guests
  • 3:22 300 Guests
  • 3:31 Multiple Screens
  • 3:44 Projector Brightness
  • 4:39 6′ Wide Screen
  • 5:00 8′ Wide Screen
  • 5:31 10′ Wide Screen
  • 5:36 12′ Wide Screen
  • 5:41 16′ Wide Screen
  • 6:10 Projection on screens larger than 16′ wide
  • 6:24 What will it cost for a screen and projector bundle
  • 6:48 Why does the price vary so much?
  • 6:54 Location and Logistics
  • 7:15 In house A/V
  • 7:55 Vendor Differences
  • 8:59 Final Thoughts

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