In short: AV quotes for the same conference can differ by a wide margin because they price different things: different equipment, different crew hours, different rehearsal time and different backup. Before comparing totals, put each quote against the same brief and the same list of line items, and ask what happens if something fails during the show.
This guide is for event managers and procurement teams comparing audio, video and lighting quotes for a business event in Saudi Arabia. It assumes you already sent a brief; if not, start with our AV brief checklist. It does not give prices.
Step 1: check every supplier quoted the same brief
Confirm each quote is based on the same room layout, audience size, session formats, show days and content. If one supplier assumed a smaller stage, fewer microphones or no recording, its total is not comparable. Send the same written brief to all suppliers and ask them to list any assumptions they made.
Step 2: build a like-for-like matrix
| Area | What to compare | Common gaps |
|---|---|---|
| Sound | Speaker system and coverage, number and type of microphones, mixing desk, monitoring | Microphones for Q&A, spare batteries, a second wireless system |
| Video and screens | LED wall size and pixel pitch, projectors and screens, confidence monitors, playback and switching | Content playback operator, speaker timer, cabling to the lectern |
| Lighting | Stage wash, key light for speakers and cameras, any effect lighting | Lighting for photography and recording |
| Staging and rigging | Stage size and height, truss, rigging points and approvals | Venue rigging fees, ramps or stairs |
| Recording and streaming | Cameras, recording, live stream, captions | Upload or delivery of files after the event |
| Interpretation | Booths, receivers and channels if sessions run in Arabic and English | Interpreters themselves are often a separate supplier |
| Crew and hours | Technicians by role, build-up, rehearsal, show and de-rig hours | Overtime, overnight builds, a show caller |
| Power and backup | Power source, distribution, spare equipment, UPS for critical items | Who pays for venue power and what happens if it fails |
Step 3: check the venue’s rules
Some venues require their in-house AV supplier for parts of the work, charge for external suppliers, or set rules on rigging, power and access times. Ask the venue for these rules before you shortlist, and make sure every supplier quoted within them.
Step 4: ask about rehearsal and backup
- How much rehearsal time is included, and with which speakers?
- Which items have a spare on site: microphones, playback laptop, switcher, cables?
- What is the plan if the LED wall or a projector fails mid-session?
- Who calls the show, and how do they communicate with the stage manager?
- Who is the named technical lead on the day?
Missing backup can be what makes a quote cheaper. Ask for it to be listed, not assumed.
Step 5: score beyond price
Score the matrix before opening the totals: scope coverage, crew and rehearsal time, backup, experience with the venue type, and how clearly the supplier answered your questions. Then compare prices against comparable scope.
Hypothetical example
This example is invented for illustration and does not describe real quotes.
Quote A is much lower than quote B for a 300-person conference. The matrix shows that A includes four wireless microphones instead of eight, no recording and a single rehearsal hour, and excludes the playback operator. After both suppliers price the same scope, the gap narrows and the choice turns on crew and backup.
How BiliEvent can help
We plan and run audio, video, lighting and LED for conferences, forums, launches and exhibitions in Saudi Arabia. Send your brief and the venue’s technical rules and we return a line-by-line scope you can compare against other quotes.
Submit a request or see AVL production and LED screens.
Last reviewed: October 20, 2026