Tackle AV Challenges Before They Start
When it comes to AV event planning, audio-visual needs can often feel like a daunting challenge. For experienced planners, it’s clear that negotiating AV solutions for hotels upfront is crucial to avoid surprises down the line. However, with rising costs, increasing complexity, and a lack of transparency in pricing and inclusions, AV negotiations can quickly become a source of frustration. Many planners struggle with understanding exactly what to request and how to speak the “tech language” that ensures their event gets the right equipment without unnecessary add-ons.
Despite its importance, AV services for corporate events are often left until later in the planning process—sometimes only being addressed after contracts are signed, limiting flexibility and driving up costs. A recent Global DMC Partners survey found that 70% of planners reported escalating hotel AV solutions costs, with some seeing increases of 11-30% over the past two years due to growing event complexity and vendor limitations. (PCMA)
To address these challenges, we tapped into our Client Advisory Board and AV partners to uncover some of the best practices for negotiating AV solutions for hotels in today’s market. By negotiating AV terms early and with clarity, planners can achieve significant cost savings, better service, and a smoother event experience overall.
Teneo AV Partner Vario Production
The In-House AV Monopoly: How It Impacts Planners
One of the most pressing issues in AV event planning today is the dominance of in-house AV providers at hotels and convention centers. These providers often have exclusive contracts with venues, which can lead planners to feel boxed in, with limited flexibility to bring in their preferred vendors.
“Many hotels have contracts with specific AV providers and the venues receive kickbacks for keeping planners within their system,” says Saleem Sabree, Business Development Manager, Vario Productions. “These commissions can range from 20% to as high as 50%, making AV costs unnecessarily inflated.”
However, just because a venue has an exclusive in-house AV agreement doesn’t mean negotiations to bring in an external AV partner are impossible. When negotiating with a venue, planners should explicitly state in their RFP that they require the ability to bring in external AV solutions for hotel providers without penalties. With clear communication and negotiation, planners can secure the right AV event planning partner for their event, regardless of the venue’s exclusive arrangements.
The Real Cost of Ignoring AV Until It’s Too Late
Over the last two years, AV costs have risen between 11-30% across the industry, forcing planners to rethink their budgets. (Meetings Skift) Planners who fail to negotiate AV services for corporate events early can find themselves stuck with limited choices and inflated costs. The best way to be flexible is to allow yourself the time and room to explore different scenarios. Once you are locked in, you are exactly that—locked into an already assigned budget and vendor. So if your event scope changes, you have lost the ability to negotiate by creating your own constraints.
Beyond cost, the quality of in-house AV services can vary greatly. Many in-house teams focus on basic setup and technical execution rather than creativity or customization. “When you work with an external production partner, they act as an extension of your team, ensuring that AV aligns with your event’s vision and message,” adds Sabree.
Debby DuBose, Teneo Advisory Board, CEO and Event Specialist, Conference Solutions International continued the sentiment, “Clients are no longer working with hotels who charge fees/penalties for using outside audio visual companies. In the past, this was not a deal breaker, but these fees are now included in the RFP. If the hotels want the business, they have to waive any fees associated with bringing in an outside vendor. Hotel in-house AV costs are at the top of the list when considering who to do business with.”
AV Negotiation Tips Every Planner Should Know
- Don’t Make Assumptions – Avoid assuming there are no additional costs or fees. Always ask about any potential penalties or fees for using an outside AV provider before finalizing the contract.
- Explore Options – Issue detailed RFPs to multiple AV event planning vendors. Competitive pricing can lead to better deals and added value.
- Do Pre-Production Planning – A well-prepared AV planning checklist reduces on-site troubleshooting, unexpected costs, and performance issues. Secure AV bids in tandem with the hotel RFP to ensure alignment before final commitments.
- Prioritize Relationships Over Transactions – AV isn’t just about equipment—it’s about having a partner who understands your event. A strong relationship with a trusted AV services provider leads to better execution and a smoother experience.
- Consider Hybrid AV Solutions – Some planners blend in-house hotel AV solutions for essential services (power, rigging) while bringing in external experts for specialized technology or cost savings.
- Breakdown Complex AV Language – Many planners struggle to decipher AV quotes due to complex terminology. Request a layman’s terms breakdown of all AV terms, including visuals or diagrams. To ensure the pricing and offerings match your needs and are competitive, share the quote with an AV partner, such as Vario, to help explain the details and confirm if it aligns with your event requirements. (Meetings Today)
- Account for Last-Minute Equipment Failures – A missing adapter or a faulty microphone can derail an entire presentation. Ensure backup equipment is readily available and conduct a full AV run-through before the event. (Hello Endless)
- Ensure Sufficient On-Site Support – Some AV teams vanish after setup, leaving planners scrambling when issues arise. Designate a direct AV contact from the venue or hire an independent AV consultant to ensure real-time troubleshooting. (Meetings Skift)
- Leverage Previous AV Quotes – Share AV quotes from previous events to help shape your needs for a repeat program. This also provides leverage when negotiating a competitive year-over-year quote.
- Negotiate Multi-Year or Multi-City Discounts – Secure program discounts with AV vendors upfront, whether it’s for multiple events or across different cities, to ensure the best pricing and frequency discounts.
Final Thoughts: The Future of AV in Event Planning is about Collaboration
Strong communication between event planners and AV event planning teams can prevent many issues before they arise. So before your next event, remember to:
- Bring Clear Communication – Share detailed event agendas, layouts, and specific requirements early on.
- Go On Site Visits – Conduct walkthroughs with the AV team to identify potential challenges related to acoustics, lighting, and equipment placement.
- Conduct Rehearsals & Dry Runs – A full run-through helps ensure all equipment is functioning correctly before the event.
- Stay Tuned Into Feedback – Provide feedback during rehearsals so that the AV event planning team can make necessary adjustments before the actual event. (Meetings Today)
- Post-Event Review – After the event, hold a debrief with the AV team to review performance and gather insights on what worked well and what can be optimized for future programs, especially repeat events. This helps refine AV strategies and ensures a smoother experience for upcoming gatherings.
- Leverage Teneo for Contract Assistance – If you get stuck and need help partnering with the hotel during the contract phase, remember that you can turn to your Teneo partner for support in communication and finding a win-win scenario that meets both your needs and the hotel’s requirements.
AV Success Starts with the Right Partner
For event planners, the key takeaway is clear: AV should never be an afterthought. By investing in partnerships, planners can take control of their AV experience—ensuring better events, clearer messaging, and greater return on investment and ultimately a better experience for the attendees.
Achieving maximum event success necessitates a true production partner, not merely an AV vendor. This partner should seamlessly integrate with the team, ensuring the flawless delivery of the message. At Teneo, we can assist by connecting you with key event partners, AV event planning advisors (like our friends at Vario), and on-site DMC support teams for alternate bids and professional advice. Let us help you secure the best AV solutions for your next event, ensuring a seamless experience and impactful results. Contact us today to learn more!
