How to Negotiate with Your Audio Visual Hire

When it comes to meetings and events, there are tons of things you need to take care of to make it successful. From registration, transportation, and speakers, to room space, food, and schedules. These are only a few of the many things you need to have a successful event.

In the centre of it all are the attendees. You always have to make sure that your guests’ needs are attended to, and their entertainment expectations are met.

One of the most crucial factors of an event is the audio visuals. It’s also one of the most difficult things to manage, because it requires a lot of technical know-how. However, there are audio visual hire companies in Brisbane that will be glad to assist you in every step of the process. You don’t need to have a production background to know what you want with your AV needs. However, it doesn’t hurt to know some basics.

• Audio Visual Basics

Audio visual is the fundamental link between a presenter and an audience. How else can an audience hear or see the presenter?

During the past years, AV has evolved tremendously. Every now and then a new AV technology is released. That’s why audio visual hire companies in Brisbane need to be on their toes to keep ahead of the competition.

With the rise of technology, the expectations of people for AV have risen too. High-tech smartphones are the new norm now, and audiences expect the same level of sophistication in technology in audio visual presentations.

There are many companies that offer audio visual solutions nowadays. Below are some tips to negotiate with these companies.

• Tips for Negotiating with Audio Visual

• Think about your event goals more than thinking about what equipment you need.

If you focus on what you want to achieve with AV, then your AV hire will know what equipment you need. Discuss your budget, and let your AV hire suggest solutions that will make the most out of your buck. Ask them about the estimate, and lay it out in a “good, better, best” format. This will help you meet your goals strategically.

• Focus on per show rates rather than per day rates.

Often, there are better rates during the summer time, because demand is lower. Also, when you use the same equipment in a venue on consecutively, there should be discounts.

• Be loyal to an AV company.

Doing so can help you score discounts. Securing an AV hire for a year, can get you big discounts on rental fees on equipment.

Make sure your venue contract doesn’t have an exclusivity clause.
Sometimes, venue providers demand five percent of the price due to the opportunity cost of not utilizing their in-house AV.

• Guarantee a price ceiling on the final bill.

It’s important to do this so that the final bill will not go over the estimate. A little extra is okay, but more than 10 percent is already too much, especially on unauthorized charges.