The most common question we get is also the easiest to get wrong: how many radios do you actually need? The short answer — count the people who need to talk, not the people attending.
Count staff, not attendees
Two-way radios are working tools for your team — production, security, food & beverage, transportation, management. A 5,000-person festival might only need 40 radios, because only 40 people are actually coordinating the event. Start by listing every role that needs to communicate and count the bodies.
Rules of thumb by event type
- Small corporate event or wedding: 4–15 radios — coordinators, A/V, catering, and a point of contact.
- Mid-size conference: 15–40 radios across registration, A/V, security, and floor management.
- Large festival or multi-stage event: 40–200+ radios, split across many departments and stages.
- Security detail: one radio per officer, plus a few spares for supervisors and relief.
Plan channels by department
Most events split teams onto separate channels so security isn't listening to catering chatter. Think through how many distinct groups you have — that determines your channel plan, which we program for free before shipping. A "command" channel that bridges department leads is common on larger events.
Don't forget spares
Radios get dropped, batteries drain, and headcounts grow at the last minute. We include spare batteries (typically 40–50% of your order) and charging stations at no extra charge, but it's worth renting a few spare radios too — usually 5–10% over your headcount.
Let the tool do the math
Our two-way radio calculator takes your event type, team size, and venue and returns a recommended quantity, radio model, and accessory list in about 30 seconds. It's the fastest way to a starting point.
Ready to rent? Tell us your dates and quantity for a free quote within one business hour, or use our radio calculator for an instant recommendation. Request a quote →