Now more than ever, event, meeting, and exhibit planners are charged with keeping costs down, while simultaneously delivering a great experience to their audiences. Audio visual productions are some of the most impactful ways to connect with audiences and may be one of the larger line items in many event budgets. To help with this challenge, SmartSource has produced a quick, easy-to-use guide providing concrete tips for more effective AV negotiations. 

Bargaining with exclusive AV service providers in hotels, convention centers, and other facilities is cited by planners and organizers as being one of their biggest pain points! These venues force clients into using their audio visual provider. In turn, the AV company pays a set commission from client sales back to the venue or convention center, creating increased costs for the event organizer. 

Chad Frank, VP of Sales, Event Solutions at SmartSource advises, “The most important thing to know is that ALL points in contracts are negotiable. Do the work ahead of signing the contract. Get answers in writing and do so ahead of signing.” 

Exclusives Don’t Have to Be – A Quick Start Guide to Effective AV Negotiations explains the difference between preferred providers and exclusives – and why those terms matter. It shows why using independent audio visual providers can be far more advantageous than working with exclusive providers. Unlike the ‘churn and burn’ mentality of some exclusive audio visual providers, independent companies are flexible and can travel with clients from event to event, show to show.  

Independent, national companies such as SmartSource invest in long-term relationships with clients and will make savings recommendations while not sacrificing the ‘wow’ factor of keynote sessions, educational workshops, and special events. Usually, the same technicians and account managers stay with the events, regardless of city or state. They are invested in the event’s success. 

Tips to save time in the negotiation are sprinkled throughout the guide and include requesting a BAFO (Best and Final Offer) at the beginning of the process, along with suggestions to ask about fees, services, and (dreaded) miscellaneous charges. Sometimes exclusives offer bundles or packages ‘to save money’ but in reality, the event or expo may not need everything that’s included. Why pay more? Ask for detailed descriptions in writing. 

Download Exclusives Don’t Have to Be – A Quick Start Guide to Effective AV Negotiations and start negotiating like the event pro that you are!