Why Event Planners Should Keep Their Freedom of Choice with AV

June 11, 2019

Audiovisual is a critical—albeit often overlooked—component of successful events. Depending on what the planner needs, an event’s AV may appear invisible or it can take the spotlight. Either way, every event needs some kind of AV. 

AV providers come in as many shapes and sizes as there are kinds of events. There are large and small companies and in-house and independent providers. Event planners should evaluate these options as carefully as a venue and caterer. 

Each event you hold should fit into your organization’s long-term strategy and mirror the brand’s image. A good AV company will take the next step and ensure your event will build your brand, achieve company leadership’s goals and align with audience expectations.

If you want your event’s AV done your way, you need to be proactive. Before you sign the venue contract, you need to maintain your freedom of choice between the in-house AV company and an independent provider. 

Freedom of AV choice starts with the RFP and contract

Once you sign the venue contract, you’ve lost your negotiation power. At that point, you’re stuck with the in-house AV or a variety of additional fees if you opt to bring in your own AV partner. 

Start off early with the RFP, which should include the freedom to bring in outside providers. Provide the venue with terms that maintain your freedom of choice with no additional fees. All fees are negotiable during the contract stage.

Sample language to protect your freedom of choice

Here is a sample clause you could use in the RFP: 

Due to the unique nature of our meeting program format, [Your company] has a partnership with an AV provider that is familiar with our needs. We will plan to utilize their services for much of our audiovisual meeting requirements. They in-turn may rent equipment and/or labor from the in-house provider to augment their needs while on-site. When replying to this RFP, please address our requirement to exclude any fees or charges or requirements to [Your company] or our AV partner. It is incumbent upon the facility to remove clauses from any proposals prior to submission to [Your company]. [Your Company] expects the facility to openly bring up and address these items for a detailed discussion and acceptance prior to including any of them within our final agreement.

Here is sample language you can use in the contract during venue negotiations: 

Audiovisual Services Provider

[Your company] reserves the option to use our own AV provider for all of our audiovisual needs with no additional charges, fees or penalty of any type to [Your company] or our AV partner. Examples of these include but are not limited to: 

  • Requirements for supervisory labor to move-in/ out of the facility 
  • Fees to prepare rooms for use 
  • Charges for podiums, basic power, staging, heating, air conditioning or lights within the meeting room 
  • Flat daily outside vendor fees
  • Requirements to use floor or wall coverings when not practiced by the house AV company
  • New labor/union contracts (if there were none at the submission of the proposal or when signing the contract) 
  • Wi-Fi rates that are higher than if you used the in-house AV company. Your choice of AV provider should not impact the cost of your Wi-Fi service.

Your independent AV partner can also assist with the contract language, provide sample terms and negotiating advice. 

Independent AV is often a better value for your investment

If preserving your freedom of choice seems difficult and going with the in-house option looks more convenient, there’s a reason for that. It’s in the venue’s interest for you to use the in-house company. 

In-house AV vendors pay venues commissions for “preferred vendor” status. Ultimately, you as the event planner pay these commissions as in-house vendors set prices to cover the costs. Outsourced AV partners don’t have the burden of paying the facility, so they have greater flexibility to provide solutions with the most impact.

Whether or not you use an independent AV company or go with the in-house provider, if you preserve your freedom in the contract stage, you have options later. At the very least, you can have a competitive bidding process, with bids from the in-house provider and an independent AV company to compare.  

 

Don’t miss any event-related news: Sign up for our weekly e-newsletter HERE and engage with us on TwitterFacebookLinkedIn and Instagram!

Add new comment

Partner Voices
Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact