Take Control of Your Venue’s AV Rules—Without Overpaying
Venue negotiations can be frustrating, especially when venues push you to use their in-house AV services at inflated prices. But here’s the good news—you’re not stuck with their terms.
At AVT Productions, we do more than provide AV services. We are a full-service technical production company specializing in high-touch, white-glove experiences for executive-level corporate events. From strategy and planning to flawless execution, we work alongside you to ensure every detail along the way exceeds expectations.
The Hidden Costs of In-House AV Services
Many venues have exclusive contracts with in-house AV providers, but what they don’t tell you is how much extra you’re paying.
Here’s the reality:
- The Venue’s Cut: Hotels often take a 50% commission on AV services before the provider even gets paid. That means half of your AV budget goes to the venue, not production quality.
- Double Markups: After the hotel’s cut, the in-house AV provider adds another 30% margin. In total, you could be paying up to an 80% premium for labor and equipment.
- Overpriced Labor: These markups don’t mean better service—they just mean you’re paying more for the same technicians.
By contrast, AVT Productions operates with slimmer margins, ensuring your budget goes toward highly skilled technicians and premium production—not unnecessary markups.
Why Partner with a Full-Service Technical Production Company?
Avoiding hidden fees is just one advantage of choosing an independent production partner like AVT Productions. Here’s what sets us apart:
✅ Comprehensive Expertise: We manage all technical aspects from pre-production to live execution, allowing you to focus on the bigger picture. Every detail is designed with intention. To achieve this, we create photorealistic renders, detailed floor plans, audio and video coverage maps, and conduct acoustic analysis to ensure the best possible experience for your attendees. To do this we create photorealistic renders, floor plans, audio and video coverage maps, and perform acoustic analysis to ensure the best possible experience for your attendees.
✅ Cost Efficiency: Say goodbye to inflated in-house AV pricing. Our straightforward pricing ensures no hidden fees and no surprises. As your trusted partner we ensure you’re kept informed of any changes that impact the budget every step of the way.
✅ Unmatched Quality: Our team delivers seamless, high-impact production for executive-level events. We specialize in executive-level events, which means we focus on quality and never cut corners.
✅ Custom-Tailored Solutions: Every event is unique, and we customize our approach to match your vision. At AVT we know every budget is unique, we design the best quality solutions to scale and fit within your range.
Negotiating Venue Contracts: How to Secure AV Flexibility
Some venues use restrictive clauses to make it difficult to bring in an external production partner. They may impose penalties, supervisory fees, or even overcharges for basic essentials like power.
Here’s how you can protect yourself during negotiations:
Option 1: Before Selecting a Venue
When sending your Request for Proposal (RFP) to potential venues, include this clause to set expectations upfront:
📌 Audio Visual and Technical Production Services Clause
“[CLIENT NAME] partners with a full-service technical production company to ensure the success of our events. While our production partner may collaborate with the venue’s in-house team as needed, we request that additional fees, penalties, or restrictions on external production be excluded from the proposal.
Examples of unacceptable charges include:
- Supervisory labor fees for external AV partners.
- Fees for essential utilities such as podiums, wall power, or in-room lighting.
- Mandatory floor or wall covering costs when the in house provider is not required.
- Post-contract labor or union fees.
Our goal is to collaborate with the venue in a way that ensures flexibility, efficiency, and the highest-quality production experience.”
Option 2: After Choosing a Venue
If you’ve already signed with a venue, you can still secure AV flexibility with this contract addendum:
📌 Contract Addendum: Full-Service Technical Production Provider
“[CLIENT NAME] reserves the right to work with our full-service technical production partner for all event needs without incurring additional charges, fees, or penalties. This addendum supersedes any prior terms in the contract. The venue agrees to amend any restrictive clauses and ensure no unexpected fees are introduced after the agreement is finalized.”
Partner with AVT Productions for Uncompromised Quality
At AVT Productions, we’re more than just an AV provider—we’re your strategic production partner. Our expertise ensures a seamless, high-touch experience from concept to execution.
Why Choose AVT Productions?
🔹 Full-Service Event Production – From concept development to flawless execution, we manage every detail, so you can focus on the bigger picture. Our expertise spans pre-production planning, live event execution, and post-event wrap-ups to ensure everything is seamless.
🔹 Contract Support & Negotiation – Venue contracts can be tricky, but we help navigate restrictions and advocate for your best interests, ensuring that hidden fees and unnecessary limitations don’t impact your event’s success.
🔹 Custom Event Design – No two events are the same, and we tailor every production to match your vision, brand, and audience expectations. Whether it’s an executive-level conference, high-profile keynote, or immersive brand experience, we deliver customized solutions that elevate your event.
🔹 Cutting-Edge Technology & Expertise – Our team brings years of technical experience and state-of-the-art equipment to your event. We use high-end projection, lighting, audio, and video solutions to craft an immersive experience that exceeds expectations.
🔹 Unparalleled Support – We don’t just show up on event day—we become an extension of your team, guiding you through every stage of the process. From pre-planning logistics to live event execution, we’re there every step of the way to ensure your vision is brought to life without compromise.
🔹 Proven Track Record of Success – With decades of experience producing high-profile corporate events, keynotes, and industry conferences, we’ve earned a reputation for excellence, reliability, and unmatched execution.
Let’s Build Something Extraordinary
Venue restrictions shouldn’t limit your event’s success. At AVT Productions, your event’s success is our priority. Whether you’re planning a high-profile corporate conference or a leadership summit, we ensure that your production runs smoothly, looks stunning, and creates an unforgettable experience for your audience.
🔗 Let’s talk about how we can elevate your next event. Contact AVT Productions today!
