Many meeting planners know that they can bring in their own audiovisual company into their event. They are just not sure where to start. There are many benefits of choosing an outside AV provider. If you have always worked with the hotel’s in-house audiovisual team…you may not know where to start to hiring an outside vendor. It’s easier than you think. Follow these Steps:
1. Find Out The Venue’s Policy
All hotels have a policy on bringing in an outside vendor. You can find this information on the hotel’s website, or by simply asking the hotel’s representative that you are working with.
2. Don’t Let The Extra Fee Scare You
Most hotels will have an extra charge to bring in an outside vendor. But don’t let this turn you away from getting a quote from an independent AV provider. In most cases, paying the fee and going with another AV company can actually still be more cost-effective and get you better quality event.
3. Get A Quote
Get quotes from a few outside vendors and compare what will be the best choice for you. Find out if there are any union regulations at the hotel. Will it be a problem for you or your vendor if you do not use union labor? If a hotel is union based, this will drive up your quote a bit.
4. Schedule an Onsite Walk Through
If your chosen vendor has not worked with your venue yet…schedule a walk through with the AV Director. They would need to check and record the ceiling/wall heights and measurements, look at the types of entrances and exits that would be okay to block for an AV set up.
As an event planner your ultimate goal is to have the best event possible while maximizing your costs – so next time you are faced with the decision of whether or not to use in-house AV, keep these points in mind & always remember to research your options.