In the world of hotel contract negotiations, encountering the often opaque pricing practices of various audiovisual companies can be frustrating. Hotels have started using third-party AV vendors - like Encore, AVMS (Audio Visual Management Solutions), Swank AV, PSAV (turned into Encore), Three Pillars, Onstage, Freeman, and others - and sometimes it can be challenging to get prices from these companies.
With a handful of companies, bills can be so difficult to understand because they include numerous line items, surcharges, percantage fees, and more, which can be tough for people organizing events for the first time. I've stated that people underestimate what it takes to run a convention, and this is just one of many such items they underestimate.
For those who prioritize straightforward budgeting, knowing in advance some possible AV costs will greatly help organizers.
By sharing some of the real prices I’ve encountered, I aim to make event budgeting easier for people starting to organize their own convention for the first time.
City A
Encore AV "Menu Price" Prices
200 Amp Three Phase Power - $6,100 for 3 days
Electrical Connection Setup Labor Charge - $115
Electrical Connection Removal Labor Charge - $115
Internet for 10 Devices (5 Mbps) - $710
Single Phase 30 Amp - $760
Power Strip and Extension Package - $736
City A - Large city with some union influence, but hotel venues are not union.
City B
Encore AV "Menu Price" Prices
Projector and 9x16 Screen - $3690.15 per day
16' High Black Drape - $291 per section per day
Riser 6'x8' - $600 per section per day
HDMI Splitter - $252 per day
Stage Light Wash - $3305 per day
Labor Techs - $4195.80 per day
Wireless Microphones - $558 per day
House Audio - $567 per day
20 amp power - $281.25 per day
Exhibit Hall electrician (without including any services done) - $450 per day
Total for one ballroom for 3 days: $44,395.47, after discounts!
City B - Large destination city with strict union regulations.
Pictured: Header from an event proposal from Encore Global audiovisual company.
Navigating AV pricing structures is crucial for anyone tasked with event planning, particularly for large conventions. Vendors like Encore, AVMS, and others often have complex billing that can include unexpected surcharges or setup fees, which may complicate budgeting. Understanding typical charges, like those listed in City A or City B, can help organizers predict and control costs, especially when union requirements add layers to pricing.
Breaking Down AV Bills for Simplicity
With AV companies often using itemized billing, it’s easy to get lost in numerous line items that seem minor individually but add up significantly. For instance, line items such as daily fees for risers, screen rentals, or electrical setup fees quickly accumulate, impacting the overall budget. Organizers can benefit from knowing common fees like labor charges, stage lighting, and even small essentials such as power strips and extension cords, which might seem trivial but are essential.
The Impact of City-Specific Regulations
The location of an event significantly influences AV costs. For example, a city with unionized labor, like City B, often requires specific contractors or technicians for setup, driving costs higher. Alternatively, in a non-unionized city like City A, prices might be more flexible, and certain technical staff might not be mandatory. For planners, it’s essential to research local regulations and union requirements to anticipate extra costs tied to the city’s policies.
Budget Transparency for Efficient Planning
Transparent AV pricing empowers planners to allocate resources effectively, helping avoid unanticipated expenses. For instance, knowing that a projector and 9x16 screen in City B might cost over $3,600 per day allows planners to consider alternatives, like bringing in their equipment if allowed by contract. By being informed, organizers can better decide which AV elements are necessary versus where savings are possible.
Be warned - many contracts prohibit you from utilizing outside audiovisual companies!
Price Variance by AV Service Type
Each AV component, from lighting setups to audio services, comes with unique price ranges. Labor techs, for instance, cost over $4,000 per day in a heavily unionized city, reflecting high labor requirements and possible union involvement. Understanding these variances allows planners to prioritize essential items, negotiate effectively, or seek concessions on specific line items, thereby better aligning AV services with the overall event budget.
Keep in mind that these prices may also have built-in profit margins for the audiovisual company or the venue. For example, at a Hyatt Regency hotel that uses Encore for audiovisual, I have been told that the Hyatt may receive anywhere from 0% to 40% of the amount charged by Encore - so there are large profits and lots of room to negotiate for your event.
Be warned: Many hotels require event organizers to use their preferred AV vendors, often due to partnerships or exclusivity agreements, which can limit competitive pricing. It’s beneficial to inquire early on about a hotel’s AV policies and ask about potential outside vendor allowances, which may lead to cost savings by allowing the use of alternative providers. Knowing the options enables planners to explore all available resources.
Pre-Event AV Consultation as a Cost-Saving Strategy
Consulting with AV vendors before the event about expected needs can result in discounts or customized packages that reduce costs. An initial consultation may reveal possibilities for bundled packages or early-bird discounts. As seen in the itemized lists, prices fluctuate based on city, equipment type, and duration, making pre-event discussions valuable for tailoring packages to the specific event’s budget constraints.
Consider getting an AV proposal along with your hotel contract, and refusing to sign a hotel contract until you have received a complete AV proposal including your needs for:
* Electrical Services
* Labor Services
* Lighting and Sound Services
Prioritizing Essential AV Services
Event organizers benefit from prioritizing critical AV services while budgeting. By knowing which elements carry high costs, like house audio systems or stage lighting, planners can choose to allocate funds only to essential services. Opting for more affordable options, such as smaller screen sizes or minimal lighting rigs, can effectively manage costs while still delivering a high-quality experience for attendees.
Detailed AV Contracts for Budget Management
An in-depth AV contract that itemizes each service, rate, and additional fee reduces unexpected costs on the final bill. Including all possible requirements and discussing potential add-ons in advance clarifies the budget. The thoroughness of such contracts, especially for large conventions, helps maintain financial clarity and aligns all stakeholders on the services included.
Monitoring AV Costs for Future Events
Documenting the costs of AV services across different events builds a valuable reference for future planning. By tracking expenses across venues and vendors, planners can identify trends and price ranges, better preparing for future negotiations. A well-maintained log of AV pricing, labor costs, and common surcharges provides benchmarks that can streamline budgeting and improve cost management in the long run.
Discuss AV with me:
If you are an event organizer concerned with high prices from audiovisual companies, I welcome you to reach out to me and contact me through my email ryan at ryankopf.com, as I am more than happy to help my fellow event organizers.