From vague RFPs to bundled contracts, how to avoid costly event production pitfalls
You’ve lined up your speakers, selected a caterer, and most of the bells and whistles are in place. But there’s one crucial element you can’t overlook: audiovisual (AV) needs, and how those needs are outlined in your contract.
Smart Meetings spoke with Scott Frankel, president of Animatic Media, to unpack what planners need to know about AV contracts before locking in a deal.
In-House vs. Third-Party AV
Frankel outlined key considerations when choosing between in-house AV and third-party providers. The final decision often comes down to needs and budget, but the venue contract may dictate your options.
“Some of the best crews I’ve ever worked with were in-house,” Frankel said. “But you have to ask: What does the fine print say?”
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Often, AV decisions are tied to broader logistical and financial factors.
“Your AV choice can’t be made in a vacuum—it has to align with production guidelines, service fees and the planner’s overall goals,” he said.
Get Specific in Your RFP
Timing is everything when preparing your request for proposal (RFP). Sending it too early without full details can backfire.
“A vague RFP leads to vague pricing—and you don’t want to be caught budgeting off a best guess,” Frankel said.
He advises planners to wait until they have a confirmed session count, timing, breakout needs and floor plans.
“Include room drawings, load-in access and session details in your RFP—or your quote won’t be accurate,” he said. “Request the CAD file from the venue, have your AV provider drop it in the production layout, and then send it back for tables and chairs. That’s how you avoid fire marshal issues or last-minute reflows.”
Don’t Sign a Vague Contract
Whether your AV is bundled with power, rigging or internet, your contract should be detailed and specific.
“You don’t need to be a lawyer,” Frankel said. “But you do need to know there’s a financial relationship between the venue and in-house AV—and it affects your pricing.”
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Venue contracts often include third-party production rules or agreements that aren’t immediately visible. These hidden documents may include fees, restrictions or exclusivity clauses.
“The AV costs aren’t the AV company’s alone. The venue’s often taking a percentage. You deserve transparency,” Frankel said.
Watch for Hidden Fees
Frankel strongly recommends requesting separate quotes for AV, power, rigging and internet before signing anything.
“Get those quotes before you sign the contract, not after. That’s where planners lose leverage,” he said.
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He warned that bundled pricing may obscure inflated costs that emerge if you switch to an outside AV team.
“If you decide later to bring in outside AV, you may find the venue’s internet fees jump from $2,500 to $25,000. That’s not a typo—I’ve seen it.”
Add-Ons Come at a Cost
Are you planning to integrate augmented reality or interactive displays? Make sure you understand the full scope of what’s included.
“They might throw in the monitor, but charge you $5,000 for programming,” Frankel said. “Always ask what’s included.”
Intelligent content and interactive kiosks can wow attendees, but they must be functional and financially feasible.
“These tools are getting more affordable and more powerful,” Frankel added. “Just don’t let the excitement blind you to hidden costs.”
