Saving in AV and Tech Costs in Today’s Challenging Market 

American Express Global Business Travel (GBT) 2025 Meetings & Events Forecast noted 74% of meetings professionals feel optimistic about the overall health of the sector in 2025, even as rising costs and staffing shortages remain challenges. In a year where IT, tech expo, meeting, and event planners are being tasked to keep expenses in line, what are some solutions to trim costs and stay on budget with your AV orders, IT, and production services?  

Since COVID, US audio visual rates have increased by 25-50%. Audio visual equipment and labor rates rose significantly in 2025 and are projected to do so again in 2026, beyond the rate of inflation. According to multiple sources, audio visual equipment rental rates have increased about 12.5% year over year. Labor rates vary significantly by city and region, as well as by union versus non-union markets. On average, rates increased by 4.6%. In some second-tier cities, such as Tampa, some equipment rates rose by more than 20%. 

Chad Frank, Vice President of Sales – Event Solutions at SmartSource, has some recommendations to better control visual costs. Typically, production and AV are the third largest event expenses, after venue, food, and beverage.  

He advises starting with the event’s location. Once that has been narrowed down, negotiate the audio visual and technology contract. This is where real cost savings happen. If the contract has already been signed, it is more challenging to trim costs, but there are ways to order less and still have an impact. Whichever way you approach negotiations, make sure it’s clear and in writing. Always.  

BEFORE YOU SIGN

Audio visual and tech-related rentals in a major city will not cost you the same as in a remote city. Travel costs, distance from the warehouse, and the number of other providers (competition) will all impact the cost. Available skilled labor is another cost. So, depending on your requirements, first-tier cities may cost less compared to a second or third-tier city. In other words, in addition to analyzing venues and hotel prices, ask about audio visual equipment, tech, and labor costs. 

KNOW YOUR EVENT’S HISTORY AND WHAT YOU WANT 
Prioritize your event’s needs. How big and grand is your general session? How many breakout rooms? What are your tech and IT needs? How many days and hours does your event run? Can your move-in and move-out hours avoid overtime labor?  

EXCLUSIVES 
Exclusive AV terms are negotiable. Planners can often reserve the right to use outside AV by negotiating before the contract is signed and, if needed, by giving limited work (e.g., rigging, basic rooms) to the in-house team. 

If you sign the contract as-is, you’re usually agreeing to an exclusive AV arrangement by default. If you negotiate before signing, you can reserve the right to choose your AV partner and avoid unnecessary fees. Hotels want your room nights, F&B, and long-term business—AV terms are negotiable. 

Ask the venue if you can bring in AV or tech, electrical, drayage, or WIFI at no charge. Ask if there’s a charge to use the ramps to unload and load equipment. If you have a national audio visual and tech company who partners with your organization on its events, ask them for help in understanding venue or hotel charges – i.e.: service fees, connection fees, supervisory fees, electrical patch, usage fees, etc. Have them sit in on venue calls as you review the contract.    

LABOR 
This is always a significant cost and is its own line item on your budget. Is the venue or hotel a union building? Does it have exclusive labor, or audio visual techs you must use?  Ask how much it will be to go outside it, and how much will the “shadow, safety, or convenience fees” are. Define it. Get the estimates in writing. Be aware this labor charge alone can cost thousands – even if you’re bringing in your own audio visual provider.  

If you sign the contract as-is, you’re usually agreeing to an exclusive AV arrangement by default. If you negotiate before signing, you can reserve the right to choose your AV partner and avoid unnecessary fees. Hotels want your room nights, F&B, and long-term business—AV terms are negotiable. 

MISC CONSIDERATIONS  
Bundle services. As a nationwide company, SmartSource helps clients extend every dollar by bundling AV, IT, and production services. This can save planners thousands. 

Multi-year contracts. If you are staying in the same venue year after year, can you sign a multi-year agreement and lock in reasonable cost increases year over year? 

If your event moves cities every edition, think about using a company such as SmartSource with warehouses around the country who have the same team who knows your likes and dislikes. We also offer multi-year contracts.  

If the contract has been signed, and the negotiating points above were not done. Now what? 

READ YOUR CONTRACT IN ADVANCE OF YOUR EVENT 

Ask the venue for any additional addendums that have been added since the contract was signed.  Costs are going up year over year. Acceptable increases make sense, say 5% for a like product or service is acceptable. More than that is not.  

GROUND SUPPORT VS RIGGING 
Ask what the rigging costs are to fly equipment from the ceiling. A good, less expensive alternative is to use ground support instead. 

ELECTRICAL 
Electricity costs along with patch fees are normal for every venue. Ask what they are, then ask your audio visual account executive if there’s other equipment that will work that uses less patches and amps. 

WIFI 
Does the “free” venue or hotel WIFI have enough capacity for your event? Is it shared with other groups or solely dedicated to your group? Is there “free WIFI” in the hallways and lobbies? Make sure you test it on a site inspection, ideally during an event the same size as yours.  

For most tech companies, hotel or venue WIFI is not safe or acceptable to use. Negotiate bringing in your own outside WIFI systems, including boosters to replace spotty or expensive WIFI. Same if your event requires specialty tech, control rooms, etc.  

Under Section 333 of the U.S. Communications Act, it is illegal for hotels or their vendors to willfully interfere with guests’ personal Wi-Fi hotspots (e.g., phone hotspots, MiFi devices). 

MORE WAYS TO SAVE – NEW TECH 

Planners and organizers should balance “must-have” AV elements with “nice-to-have” enhancements when building their budgets. 

Optimize venue sourcing and logistics (for example, leveraging off-peak rates or digital signage instead of printed programs) so your event feels big without a big spend. 

What are your priorities? What are you trying to accomplish? Consult with your audio visual and tech provider (including exclusives) and ask what they have that’s new – is there an alternative technology that can knock out a couple of birds with one stone?  

For example, LED screens have become more affordable over the last few years. They don’t require a projector. Typically, one needs to order both a projector and a screen for a meeting room or general session. By using the LED screen instead, planners save costs by not having to order both the projector and screen – one piece of equipment is ordered instead of two.  

CONCLUSION

For organizations running numerous meetings annually, the challenge multiplies. Without Negotiate your contract with your venue and get everything in writing. Remember that factors such as labor, technology upgrades, and venue requirements shape AV costs today. Ask questions.  

To be more efficient, know your resources. Using nationwide companies, such as SmartSource, who know your event and expectations, can help you better manage today’s uncertain costs – and will help you negotiate and understand venue requirements and exclusives.  

Think of it as a long-term partnership with a team invested in your events’ success vs a one-time, transactional arrangement where you’re just another number.  

Let’s discuss how we can make the difference for your next event, today. Contact us, and let’s talk!

Bundle services. As a nationwide company, SmartSource helps clients extend every dollar by bundling AV, IT, and production services. This can save planners thousands.