Event AV hire purchase order template
Event AV hire purchase order template: speakers, microphones, projector and technician hours for set dates, with load-in time, power needs and damage cover.
Templates by industry
- Powered speakers on stands, pair, 2 days
- Wireless handheld microphones, set of 4, 2 days
- Projector 5,000 lumens with 3 m screen, 2 days
- AV technician on site, per hour
Preparation guide
Example workflow
Match the quotation
Example: take "Powered speakers on stands, pair, 2 days" from the supplier's quotation and copy its quantity, unit price and specification exactly.
Approve and send
Confirm the delivery date and address for every line, including "AV technician on site, per hour", then sign the authorized-by line and send the order.
Receive and reconcile
When the goods arrive, check them against the order, then match the supplier's invoice to the order number before paying.
Hiring AV equipment is buying time, not things. The kit is yours from the delivery slot to the collection slot, and the days in between are the price: a speaker pair for the weekend is not a speaker pair for the week. This order states the hire period line by line, adds the technician by the hour, and records the details the hire company needs to plan its van, such as load-in time, a loading bay and the power at the venue.
Fields to prepare
- Deliverables and line items
- Powered speakers on stands, pair, 2 days, Wireless handheld microphones, set of 4, 2 days, Projector 5,000 lumens with 3 m screen, 2 days, AV technician on site, per hour: state the quantity, unit and agreed price for each line, as the supplier quoted it.
- Powered speakers on stands, pair, 2 days
- Say the room size and the number of guests so the hire company sizes the speakers, and ask whether stands, cables and a mixer are included in the day rate.
- Wireless handheld microphones, set of 4, 2 days
- Ask for fresh batteries at each delivery and a spare set; a handheld that dies in the middle of a speech is the failure the audience remembers.
- Projector 5,000 lumens with 3 m screen, 2 days
- Match the lumens to the room’s lighting and the screen size, and give the laptop’s output type at the briefing so that the right adapters are packed.
- AV technician on site, per hour
- Quote a minimum call of hours, the start time for set-up and soundcheck, and an overtime rate; most of the hours are spent before the doors open.
- Supplier and quotation
- Name the supplier and quote the number of the quotation this order accepts, so each price can be traced to the offer.
- Delivery
- Give the delivery date, the address the goods go to, the shipping method and who receives them.
- Scope to agree
- Give the hire period from delivery to collection, the venue and the load-in time, the power available, and who is liable for loss or damage while the kit is with you.
Before sending
- Does “Powered speakers on stands, pair, 2 days” match the supplier’s quotation in specification, quantity and price?
- Are a delivery date and a receiver agreed for “Wireless handheld microphones, set of 4, 2 days”?
- Has the budget holder approved the spend on “Projector 5,000 lumens with 3 m screen, 2 days”?
Show 4 more
- Does “AV technician on site, per hour” match the supplier’s quotation in specification, quantity and price?
- Check the supplier's quotation number, the delivery date and address, and who approved the order.
- Check that each quantity, unit and unit price matches the supplier's quotation.
- Give the order a number of its own, so the supplier can quote it on the delivery note and the invoice.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Powered speakers on stands, pair, 2 days | 2 × $185.00 | $370.00 |
| Wireless handheld microphones, set of 4, 2 days | 2 × $120.00 | $240.00 |
| Projector 5,000 lumens with 3 m screen, 2 days | 2 × $260.00 | $520.00 |
| AV technician on site, per hour | 14 × $38.00 | $532.00 |
| Subtotal | $1,662.00 | |
| Sales tax (8%) | $132.96 | |
| Total | $1,794.96 | |
Order value $1,662.00, sales tax $132.96, order total $1,794.96.
- The order accepts quotation Q-AV-2290.
- Delivery is due 6 days after the order date.
What the document must show
These details make a purchase order easier to approve and to file.
- Your company name and address as the buyer
- The supplier's name and address
- Order number and date
- Each item with quantity, unit price and amount
- Delivery date, delivery address and shipping method
- Payment terms and the total, with tax shown separately
- Who authorized the order
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
Does the hire period include the day of delivery and the day of collection?
Say so in the notes. Many hire companies count each day the kit is out, others count from the event. A line that names the delivery and collection slots avoids an extra day being added to the price.
Who is responsible if the equipment is damaged at the event?
Agree it before the order goes out. Hire terms often make the hirer liable from delivery, with an optional damage waiver. Write whether you take the waiver and the excess, so a dropped microphone is not a surprise charge.
How is the sales tax worked out on this purchase order?
The worked example above uses an example rate of 8%: $132.96 on a net amount of $1,662.00, for a total of $1,794.96. The editor recalculates all three when you change a quantity, a price or the country.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
How is the document numbered?
QuoteBill gives each new document a unique number of its own. A member can switch to numbers in sequence in settings, such as PO-2026-0001: one sequence for each kind of document, starting again every calendar year. A number you type yourself is kept as it is.
Read next
Reading for the Event AV hire purchase order template: Quote, proforma, invoice, receipt, credit note: which to use and How to write a quotation: format, example and checklist. When the goods arrive, match them to this order with the Delivery note template.