Production Rental Price and Profit Calculator


How much should I charge?

When doing live entertainment production, there is usually some sort of equipment that needs to be charged to the client, either as part of the bid process or as part of the actual project accounting. In most cases some of the equipment is the gear you own, some will have to be subrented ,and some will be entirely charged off to the client.

It doesn’t matter if you specialize in staging, rigging, lighting, video or audio. How much time and effort you put into calculating costs used for bidding and accounting directly affects your bottom line. When you provide production support for live events it can be difficult to figure out exactly what you will need to charge on a rental to turn a profit.

That's why I have created this simple calculator for determining a fair price to charge when renting your own equipment to a client. This calculator is based on expenses, depreciation, and overhead. Market prices for specific items may differ.

The factors used in this calculation are:

  • Equipment Cost - How much you paid for the equipment
  • Depreciable Life (in Years) - How long before the item has fully lost value for tax purposes
  • Residual (percent) - How much of original price will the equipment be sold for when taken out of service
  • Rental Period (in days) - How long is the duration of the rental
  • Rental Rate (percent per period) - What percent of the item’s value do you want to recover with each rental period. (Common values are .17%/day or 5%/month)
  • Time Utilization (percent) - What percent of the time is the equipment being rented out
  • Overhead (percent) - What is your overhead on rental (storage, shipping, inventory, maintenance, etc) Usually about 40%
  • The total cost of the equipment is multiplied by the rental rate per rental period. This number is divided by the number of rental periods in a year to determine our rental fee per period.

    Alternatively, that number can be multiplied by the product of (time utilization) x (percent of the rental fee that is not overhead) to calculate our profit yearly.

    There are a lot of moving parts to this formula. Work smarter, not harder. Add your own numbers to the calculator and let the internet do the work.

    This calculator is also available as a simple API for integration into dynamic price calculators, online stores and other projects. For information on developing with this API and to get an API key for testing purposes please send a brief email of introduction explaining your project to [email protected]checkeredhat.com

    How much should I charge?

    When doing live entertainment production, there is usually some sort of equipment that needs to be charged to the client, either as part of the bid process or as part of the actual project accounting. In most cases some of the equipment is the gear you own, some will have to be subrented ,and some will be entirely charged off to the client.

    It doesn’t matter if you specialize in staging, rigging, lighting, video or audio. How much time and effort you put into calculating costs used for bidding and accounting directly affects your bottom line. When you provide production support for live events it can be difficult to figure out exactly what you will need to charge on a rental to turn a profit.

    That's why I have created this simple calculator for determining a fair price to charge when renting your own equipment to a client. This calculator is based on expenses, depreciation, and overhead. Market prices for specific items may differ.

    The factors used in this calculation are:

  • Equipment Cost - How much you paid for the equipment
  • Depreciable Life (in Years) - How long before the item has fully lost value for tax purposes
  • Residual (percent) - How much of original price will the equipment be sold for when taken out of service
  • Rental Period (in days) - How long is the duration of the rental
  • Rental Rate (percent per period) - What percent of the item’s value do you want to recover with each rental period. (Common values are .17%/day or 5%/month)
  • Time Utilization (percent) - What percent of the time is the equipment being rented out
  • Overhead (percent) - What is your overhead on rental (storage, shipping, inventory, maintenance, etc) Usually about 40%
  • The total cost of the equipment is multiplied by the rental rate per rental period. This number is divided by the number of rental periods in a year to determine our rental fee per period.

    Alternatively, that number can be multiplied by the product of (time utilization) x (percent of the rental fee that is not overhead) to calculate our profit yearly.

    There are a lot of moving parts to this formula. Work smarter, not harder. Add your own numbers to the calculator and let the internet do the work.

    This calculator is also available as a simple API for integration into dynamic price calculators, online stores and other projects. For information on developing with this API and to get an API key for testing purposes please send a brief email of introduction explaining your project to [email protected]