Corporate event setup in Hyderabad: what to book and what it costs

A corporate event setup in Hyderabad, whether a town hall, a conference, a product launch or an annual day, comes down to six rentals: a stage, a screen, sound, lighting, seating and a registration area. For 150 seats the rentals run ₹60,000–₹1,50,000 + GST, indicative, as of October 2026, before décor and branding. Book two weeks out, four to six in December.

Quick answer

• Core kit: stage sized to the room, lectern, LED wall or projector, 2-way sound with wireless mics, neutral stage wash, theatre seating, registration desk, cocktail tables.
• Indicative per-day ranges, as of October 2026: 20×16 ft stage ₹8,000–₹25,000 + GST; 12×8 ft P3.9 LED wall ₹15,000–₹35,000 + GST; projector with 8×6 ft screen ₹4,000–₹10,000 + GST; 2-way sound for 300 guests ₹12,000–₹30,000 + GST; 8 par cans and 4 moving heads ₹8,000–₹18,000 + GST; banquet chair with cover ₹25–₹60 + GST; cocktail table ₹300–₹700 + GST.
• Where: Gachibowli, Hitech City and Madhapur for hotel and convention-centre events; farmhouses towards Shamshabad and Moinabad for offsites.
• Lead time: two weeks; four to six in December.
• GST: 18% on every rental and service, with a tax invoice for input credit.

What does each type of corporate event need?

Four formats cover most of what Hyderabad companies book, and they need different kit.

A town hall or all-hands for 100–300 people needs a low stage, a lectern, a 12×8 ft LED wall for slides and the remote feed, two handheld and two lapel mics, a neutral white wash and theatre seating. Keep the stage at 2 ft so the leadership is close to the room.

A conference or customer day adds a panel set of four to five lounge chairs and a centre table, a second screen for the back of a long room, a registration desk with two laptops, branded backdrop panels for photographs and cocktail tables for the breaks. Breakout rooms need a projector and a powered speaker each.

A product launch is a reveal: a 4-post truss over the stage, moving heads, haze if the venue allows it, a bigger wall, 16×10 ft or 20×10 ft, and a DJ or a playback engineer for the stings. Budget for a rehearsal the evening before.

An annual day or year-end party is a show: a 24×16 ft or 32×16 ft stage at 3–4 ft, a truss, 8–12 moving heads, a line array with a DJ, a dance floor, round tables with Chiavari chairs for dinner and a photo booth. This is the format that collides with wedding season for the same stock.

The full list of categories, by event type and by locality, is in event rentals in Hyderabad.

How much does a corporate event setup cost in Hyderabad?

Indicative Hyderabad market ranges, per day, as of October 2026, GST at 18% on top: 12×8 ft stage ₹4,000–₹12,000 + GST; 20×16 ft stage ₹8,000–₹25,000 + GST; 32×16 ft stage ₹18,000–₹45,000 + GST; 4-post truss ₹6,000–₹15,000 + GST; 20×10 ft backdrop frame with flex print ₹3,000–₹10,000 + GST; 12×8 ft P3.9 LED wall ₹15,000–₹35,000 + GST; projector with 8×6 ft screen ₹4,000–₹10,000 + GST; 2-way sound for 100 guests ₹6,000–₹12,000 + GST; line array for 300 guests ₹12,000–₹30,000 + GST; wireless mic ₹500–₹1,500 + GST each; sound engineer ₹2,000–₹5,000 + GST; 8 par cans and 4 moving heads with desk and operator ₹8,000–₹18,000 + GST; uplights ₹300–₹600 + GST each; banquet chair with cover and sash ₹25–₹60 + GST; Chiavari chair ₹80–₹200 + GST; 5 ft round table with linen ₹250–₹600 + GST; cocktail table with stretch cover ₹300–₹700 + GST; 2-seater lounge sofa ₹1,200–₹3,000 + GST; 62.5 kVA generator ₹6,000–₹12,000 + GST plus diesel.

Three worked totals, rentals only, indicative, as of October 2026:

• 100-seat town hall, hotel meeting room: 12×8 ft stage, projector and screen, 2-way sound for 100 with two mics, four uplights, 100 banquet chairs, one registration table. ₹20,000–₹45,000 + GST.
• 150-seat conference, Hitech City ballroom: 20×16 ft stage with backdrop frame, 12×8 ft LED wall, line array for 300 with four mics and an engineer, par cans and uplights, 150 banquet chairs, panel sofas, registration desk, six cocktail tables. ₹60,000–₹1,50,000 + GST.
• 400-guest annual day, convention centre or lawn: 32×16 ft stage with truss, 16×10 ft LED wall, line array for 500 with DJ, 12 moving heads with haze, 40 round tables with 400 Chiavari chairs, dance floor, generator on a lawn. The larger wall, the line array and the dance floor are quoted per job, so get the itemised quote; the seating alone is ₹42,000–₹1,04,000 + GST.

What moves a quote inside its range: hours on site, the floor the ballroom is on and whether the service lift fits a stage deck, distance from the vendor's godown, and whether the quote includes transport, set-up, an operator and collection. Ask for each line. A quote that leaves out the operator looks cheaper until the wall goes blank at 10 am.

Sizing the screen and the stage to the room is covered in LED wall and stage rental in Hyderabad; mics, engineers and the lighting desk in sound and lighting rental in Hyderabad.

LED wall or projector?

Under about 100 seats, in a room that can be darkened, a projector with an 8×6 ft screen does the job at ₹4,000–₹10,000 + GST, indicative. Above that, or in any ballroom with windows, chandeliers or a bright stage wash, rent a 12×8 ft P3.9 LED wall at ₹15,000–₹35,000 + GST, indicative, as of October 2026. The wall is readable from the back row, holds the remote-feed video without washing out and photographs well for the LinkedIn post afterwards. Ask the vendor to bring a processor with HDMI from two laptops and a technician who stays for the event, not just the set-up.

What do Hyderabad venues allow?

Five-star hotels in Gachibowli, Madhapur and Banjara Hills usually have an in-house AV partner. Many allow outside equipment with a fee or an AV corkage, some do not allow haze or confetti, and all have a load-in window, often after midnight or before 7 am for a morning event. Business hotels and convention centres along the Outer Ring Road allow outside vendors with less friction. Farmhouses and lawns towards Shamshabad and Moinabad allow anything but supply nothing: you bring the hangar, the generator, the fans and the toilets.

Before you book a single rental, get three things from the venue in writing: whether outside AV is allowed and at what fee, the load-in and load-out window, and the power available at the stage end. Then shortlist vendors within about 15 km of the venue so the trucks arrive on time on a weekday morning. The locality map of where Hyderabad's vendors sit is in event rentals in Hyderabad.

When should I book, and what is the timeline?

Two weeks is enough for a standard town hall or conference in the city off-peak. December is the corporate peak: annual days, year-end parties and the first weddings of the muhurtham calendar compete for the same LED walls, trusses and ballrooms, so book four to six weeks ahead. Tech summits and fests in Hitech City in the first quarter take the large walls and line arrays for a week at a time.

A working timeline for a 150-seat event:

1. Day −14: confirm the venue's AV rules, load-in window and power. Brief vendors or build the order with the seat count, the run of show and the venue name.
2. Day −10: lock the stage, wall, sound and lighting. These are the scarce items.
3. Day −7: lock seating, registration, cocktail tables and branding prints. Send the backdrop artwork to print.
4. Day −2: share the run of show, the slide deck format and the mic plan with the sound engineer and the LED technician. Confirm arrival times against the load-in window.
5. Day −1 or the morning: set-up takes 4–6 hours for stage, wall, sound and lighting. Test the slides, the remote feed and every mic before the doors open.
6. Day 0 + 1: collection in the load-out window; sign off on the equipment count.

How does a marketplace change this?

Done the usual way, a 150-seat conference means calling a stage company, an LED company, a sound company and a furniture supplier, waiting for four quotes written four different ways and coordinating four trucks in a one-hour load-in window. Evnting is an event rental and services marketplace in Hyderabad run by Avens Event Technologies. Each item in the catalogue shows an all-inclusive price with transport, set-up, operator and collection stated, so the stage, the wall, the sound, the lighting and the chairs go into one order with one delivery and one GST invoice. Payment is held in escrow and released to the vendors after delivery. For a company organiser that means one purchase order and one invoice for finance, rather than four.

Frequently asked questions

What does a corporate event setup in Hyderabad include?

A stage sized to the room, a lectern, an LED wall or projector, a 2-way sound system with wireless mics, a neutral stage wash with uplights, theatre or cabaret seating, a registration desk and cocktail tables for the break. Larger annual days add a truss, moving heads and a DJ rig.

How much does a corporate event setup cost in Hyderabad?

Indicative, as of October 2026, for a 150-seat town hall: 20×16 ft stage ₹8,000–₹25,000 + GST, 12×8 ft P3.9 LED wall ₹15,000–₹35,000 + GST, 2-way sound for 300 ₹12,000–₹30,000 + GST, basic lighting ₹8,000–₹18,000 + GST, 150 banquet chairs ₹3,750–₹9,000 + GST. Roughly ₹60,000–₹1,50,000 + GST before décor and branding.

LED wall or projector for a conference?

Projector with an 8×6 ft screen under about 100 seats in a room you can darken, ₹4,000–₹10,000 + GST, indicative. Above that, or in a bright ballroom, a 12×8 ft P3.9 LED wall, ₹15,000–₹35,000 + GST, indicative, as of October 2026.

How far ahead should I book a corporate event setup in Hyderabad?

Two weeks for a standard town hall in Gachibowli, Hitech City or Madhapur. Four to six weeks in December, when annual days and year-end parties compete for the same LED walls and ballrooms.

Do Hyderabad hotels allow outside AV vendors?

Most five-star hotels have an in-house AV partner and charge a fee or a corkage for outside equipment; business hotels and convention centres usually allow outside vendors with a load-in window. Ask before you book the rentals, and get the load-in time in writing.

Can I get a GST invoice for event rentals?

Yes. GST at 18% applies to event equipment rentals and production services in India. Ask for a tax invoice with your company GSTIN so finance can claim input credit. On Evnting every order carries a GST invoice.

What power does a corporate event need?

A 12×8 ft LED wall, a line array and a basic lighting rig run on a hotel's house supply in most Hyderabad ballrooms. Farmhouse offsites and lawns need a 62.5 kVA silent generator, ₹6,000–₹12,000 + GST per day plus diesel, indicative, as of October 2026.

Who sets everything up?

Each vendor sets up its own kit: the stage crew, the LED technician, the sound engineer. A single marketplace order with transport, operator and collection shown on screen gives you one delivery and one contact for the day.

What to do next

Open the catalogue, filter by your event date and put the stage, the wall, the sound and the seating in one order with the price shown. For the kit by guest count across weddings and corporate events, read the event equipment rental guide; for chairs, tables and lounge sets, read event furniture rental in Hyderabad.

Last updated 16 October 2026. Prices are indicative Hyderabad market ranges and change with season, stock and distance.