How to Avoid Overpriced Venue Audio Visual Contracts

Let’s talk about one of the biggest hidden costs in event planning: venue audio visual contracts. If you’ve ever been told you were either required to use an in-house AV provider or pay a hefty penalty to bring in your own, you’re not alone. Venues bake these restrictions into their agreements, often at the expense of your budget and even the quality of your event. But don’t give into the pressure — you do have other options. There are ways to push back and secure more robust and affordable audio visual services.

In some cases, in-house AV providers are actually contractors who charge a commission that’s paid back to the venue. And many venues won’t tell you about this hidden cost. With that being said, the real meat of the deal for the venue is the space rental, plus catering and bar sales. They won’t want to miss out on all of your business over your choice of audio visual vendor.

Negotiating better terms and bringing in an outside AV provider is possible, even if the venue seems to forbid it. Here are some strategies Moonrise Audio Visual’s clients have found successful:

Emphasize the AV service quality you need.

One way of beginning this conversation as you negotiate your venue contract is to ask the venue to guarantee response times, equipment quality, and experienced technicians. While venues may sell the convenience of having additional equipment and techs on site with their own provider, that equipment may be outdated and those employees may not be available when you need them.

In other words, tie AV exclusivity to service quality. If they can’t meet the standards you’ve laid out, you should be free to bring in your own provider without penalty.

Negotiate AV as a separate line item.

Don’t let audio visual services get bundled into your overall agreement with the venue. Make it clear that you will be considering providers as you would with any other vendor so that you can compare pricing, be sure your AV needs are met, and make the best choice for your event.

Cap service charges and hidden fees.

Ask the venue for a full breakdown of costs, including any service fees, power charges, and “required” labor. Some venues will tack on a service fee as high as 20 percent simply for using the in-house AV provider. With this information in hand you can negotiate a cap on any added charges that may inflate your bill.

Get a waiver for additional AV services.

If you must use in-house AV for certain things, you can still negotiate a waiver that allows you to bring in your preferred vendor for other elements, such as LED walls, livestreaming, or specialty audio. There’s no need to be limited by the constraints of the venue’s AV provider when you have bigger things in mind. And today’s audiences and attendees are expecting immersive, interactive audio visual integrations.

Leverage Moonrise Audio Visual’s experience.

At Moonrise Audio Visual, we help clients navigate these conversations to ensure they get the best audio visual service without breaking the budget. If you’d like a second opinion on an upcoming venue contract, let’s chat. Even if you’re locked into an AV contract, it’s not too late. There are still ways to optimize costs and improve quality.

Get in touch with us to find out how Moonrise Audio Visual can help you realize your event and eliminate unnecessary costs.

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