Tips for asking the right questions when contracting audiovisual
Coaxial cables, LED monitors and wireless HDMI transmitters, oh my. How do you know how many cameras, uplights and what internet speeds you will need for the town hall? We asked an expert so you will look like one. Brandt Krueger is senior production manager with EideCom and Smart Meetings Event Tech Editor.
What questions should planners be asking their AV providers?
The biggest thing is to actually ask questions. You should never be afraid to ask a question about your AV quote or bill because you’re worried about feeling stupid or not wanting to “bother” your AV provider. If you have a question about a line item of an AV quote, ask them about it. Evasive or overly technical language can be a huge red flag. Your AV company should be able to explain every single line in their quote in a way that makes sense to non-technical people. The biggest questions come into play when you’re signing your venue contracts—that’s where the real money is often saved.
What information should planners collect, and what should they give their AV providers?
You know more than you think you do! There’s obvious stuff like what venue and ballroom you’re going to be in, along with how many people will be likely to attend, but many planners will hold off on sending agendas and speaker needs because “so many things can change between now and then.”
Read More: Event Tech: Audiovisual Staffing
But most of the time, you know roughly how the event is going to flow, roughly how long the days are, roughly how much general session there will be versus breakouts (and how many), whether only individual speakers will get on stage or if there will be panels. All of that information can be helpful to your AV provider even in the quoting phase. It helps them know how many microphones you’ll need, which in turn helps them know how big a soundboard you’ll need. It also helps with properly estimating overtime and labor costs, rather than keeping it as a surprise for the end!
“You know more than you think you do!”
— Brandt Krueger
What are some things planners can do to make their event better regarding AV?
While I always start with quality audio, lighting is the least expensive “bang for your buck.” Even a few thousand dollars of additional lighting can dramatically change the look and feel of even the drabbest hotel ballrooms. Beyond that, I’m encouraging planners to look for “quality of life” improvements for their attendees, including accessibility and inclusion services such as transcription, captioning and “second screen” services, most of which have to be connected with existing AV infrastructure anyway.
Read More: Demystifying AV Contracts
You don’t have to be a person with a disability to benefit from these programs. A recent client of mine had only a couple of attendees asking for transcription services due to being hearing-impaired. They offered the service, and almost 25% of their attendees took advantage of it!
What are some things planners don’t know or don’t think about but should?
I’d re-emphasize the importance of paying attention to AV concerns at the venue selection stage. So many planners get wrapped up in the beauty of a location, the fantastic food or the amazing spa that they aren’t looking at AV logistics that could cost them thousands in additional labor or equipment.
What do planners get wrong about working with AV professionals?
I’d say the biggest mistake is challenging your AV provider about the number of people it takes to put on an event. AV and production companies make the majority of their profit off of management fees and equipment markup. Labor, flights, hotel rooms, per diem—these are not profit centers for most vendors, so there’s no incentive to artificially inflate those numbers. I’m talking specifically of third-party AV companies.
If you’re locked into in-house AV due to contract restrictions, then there is an incentive for them to pad the bill. That’s another reason I’m not a fan of these exclusivity provisions, and why I always recommend getting that third-party quote even if you plan on using the in-house. Just so you have something to compare it to!
This article appears in the May 2025 issue. Subscribe to the magazine here.
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