Why Keep Your AV Options Open

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In this post, we discuss AV contract language and RFPs and what you should be looking for in a contract. When it comes to AV providers, the best way to avoid being locked into a restrictive contract with your venue is by writing a request for proposal (RFP) that includes clear language about your event expectations. One key factor to consider when signing an event space contract is the ability to use alternative providers without penalty or extra fees. This will allow you to choose which AV vendor works best with your budget and needs!

Contract Language - Read Between The Lines 

We’ve all heard the cliche ‘the devil is in the details.’ but contract language can sometimes be difficult to understand especially if you’re new to event planning. With frequent use of technical AV terms that most of us are not accustomed to seeing every day, it can be tempting to flick through a contract and sign on the dotted line to secure a venue. 

But if you’re planning an event, the fine print is key, so resist the urge to gloss over the small print. Failing to read your contract can mean becoming tied into a restrictive deal which could impact your overall event’s success.

Since contract language can sometimes be tricky to understand and can take time to read through, we suggest reading through the contract twice and keep an eye out for any additional terms or stipulations in the contract that may not be immediately apparent at first glance.

In a venue contract lookout for the following language;

  • Alternative AV providers without penalty or extra fees
  • Minimum requirements for AV services 
  • Cancellation policy terms and conditions
  • Payment schedule/methods

By keeping your AV options open, you can avoid being locked into a restrictive in-house AV provider contract and have the freedom and flexibility to choose which AV vendor works best with your budget and needs.

How To Negotiate A Flexible AV Contract 

When you're planning a large event, AV services can be one of the largest expenses to consider. This is especially true if you need to rent equipment or have technicians on-site for your meeting or conference. Some venue and event contracts can be quite restrictive regarding external AV resources, so it's important to negotiate a contract that gives you the most flexibility to plan your event. 

Here’s how you can word a professional RFP to safeguard your right to outsource AV services. 

  1. Include terms in your AV RFP that allow you to choose alternative AV providers without incurring a penalty. This will give you the flexibility to select a provider based on their individual talent, cost, and availability. 
  2. You'll also want an AV contract with detailed requirements for what's needed from the AV services, especially if they are being provided by a third-party AV services vendor. 
  3. AV Contract Cancellation Policy - Be specific about the cancellation policy for AV services in your RFP and AV contract. 

Also, for those looking to script a flexible RFP, here’s a good place to start;

(Your company) has an existing relationship with a reliable AV provider whom (your company) plan to use for (your event). (Your company) has already taken the time to carry out due diligence regarding this particular AV provider and is satisfied that (AV provider name) can meet the needs of our upcoming event. To provide their services to (your company) they may be required to source equipment and labor from the in-house provider. Please review this request and reply to this RFP outlining any terms and conditions that may apply, or simply acknowledge and accept the above requirements and agree that there will be no associated fees or charges involved.

This will give you greater flexibility when planning your event or meeting, allowing you to make changes if necessary without incurring additional fees from an AV provider. 

AV Upfront Payments

Payment Schedule/Methods - Paying upfront for AV services can be a good idea if you're having AV provided by an AV company. However, paying in advance is not always possible or practical when using third-party AV vendors, so negotiate your payment schedule and methods to ensure the flexibility needed to pay based on usage instead of upfront fees.

 AV Contract Negotiation - Keep Your AV Options Open 

AV contracts are great for venues, but can be restrictive and limiting to event planners. By negotiating the ability to use alternative AV providers, you'll have greater flexibility in your AV service planning process - allowing you to select a provider based on their individual talent, cost, and availability. 

How we can help:

Want more tips about how to negotiate an AV contract? Contact Maryland Productions today for a free AV consultation!

Phone: 443-384-0040

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