Negotiating with an exclusive audio visual provider is a challenge many event and expo planners dread, feeling as if it’s a lost cause. What if we told you there is a way to negotiate your way out of using the “exclusive” provider?  

Exclusives Don’t Have to Be – A Quick Start Guide to Effective AV Negotiations was recently released by SmartSource. The guide aims to help event and exhibition organizers save money, receive better service, and have a choice in who they use for this vital part of event production.  

All contract points are negotiable – before you sign on the dotted line. “Do the work ahead. Ask the questions. Get answers in writing,” advises Chad Frank, VP of Sales, Event Solutions, SmartSource. Additionally, if you use a third-party negotiator, make sure they alert you, the client, about all exclusives in the building before signing the contract for the venue. 

The guide provides key questions to ask when negotiating your way out of an exclusive. Examples include: 

• Does the building have a minimum spend?  
• Is there a penalty or surcharge for using an outside audio visual company?  
• Will other prices, such as the cost of electricity or labor, be raised? If so, how much?  

Planners and organizers should ask their venue account manager if they’ve ever given an exemption to opt out of using the exclusive a/v provider. If it’s yes, what were the reasons for the reprieve? What was the process? 

Using an independent, national audio visual supplier instead of a building-bound vendor has additional benefits, such as saving money while maximizing impact. “We analyze the quote, including looking at the event’s history and locations, to help our clients save money. When you can help save $20,000 or $30,000 in basic audio visual needs, it helps clients afford more bells and whistles, maximizing impact,” shares Ken Edwards, Senior Solution Sales Executive, SmartSource. 

Another benefit of using an independent audio visual company is that the same teams generally travel from show to show year after year. These long-term relationships help the company understand client needs and what makes their events unique.  

Has your contract already been signed? All is not lost! The guide includes a few steps planners and organizers can take to minimize costs and increase service. One of the best is to find out what other events will be in the building simultaneously and negotiate accordingly.  

Download your complimentary Exclusives Don’t Have To Be – A Quick Start Guide to Effective AV Negotiations today.