We will be analyzing AV proposals each month. We dissect them live on the air, showing the good, bad, and ugly. We are passionate about educating and empowering event planners on event technology, production budgeting, and more.
It’s easy to get confused by AV bids, but it doesn’t have to be. As you can see from these AV audits, each line item is broken down and explained in laypeople’s terms. It’s time to move on if your event production company or event management firm won’t. Let’s get straight to the AV audit below and the highlight reel.
AV audit Essentials: Summary Page
It is easy to avoid reading through pages and pages filled with terms that sound like a foreign language. Everyone looks at the final price to determine if they can afford it. Planners who find the price too high will start to look closely at the quote. We often see planners assume that if the price falls within their budget, they will get everything. This is a huge mistake, and it’s one of the reasons we created our AV audit.
Details are important when quoting. Make sure your quote includes everything you require. Check the show dates and location. If you get the dates or location wrong, your event budget could be ruined. If you want to make sure that your quote does not have any errors, it’s best to ask for a quote walkthrough with your AV provider.
Beware Free Internet Services
Ten years ago, it was not uncommon to find AV restrictions and charges for third-party AV vendors on quotes. We are now starting to see the same fee with internet usage, which is why we include it in our audit.
You may hear that if you use a certain AV company, you can get internet for free. This sounds great, right? What person wouldn’t like to get something for free and save money? Some venues charge up to 30K for event wifi. This is a huge cost! All that glitters may not be gold. You can get a good deal, but make sure you ask some questions before you sign the contract. Will said in the video that “bad wifi is bad wifi even if it’s free.”
Make sure to test the event wifi and make sure that you can get the most out of it. It would be best if you asked about the wifi speed and how many connections there are. Make sure that you do your research, test the pace, and are the only ones using it. In a bad event, wifi can ruin live streaming and the experience of attendees. You should ensure that the wifi works well and that the AV firm you will be working with is the one you want to work for. You can negotiate your contract out if either of these is not true. But only before you sign.
AV Audit: Labor
The labor part of an AV quotation is the most confusing. There are many different AV roles, and each one bills labor differently. Check out these labor items on your next AV estimate.
Different Roles
Check out the rates for each position. Will analyzed the bid and found that the rate for stagehands was the same as that of audio engineers. Stagehands are usually entry-level. They push cases, run cables, and perform other less-specialized tasks. Audio engineers are highly educated and experienced technicians. Why would these two positions have the same wage? Ask if the team has been properly trained.
Check out the details of the labor.
Always look into labor details. Does the company have a breakdown of rates? Do they show overtime rates? How does the actual schedule of labor look? Does this include rehearsals? Make sure that your estimate is accurate to avoid any additional charges. You don’t want to over-fluff your work, it is expensive. Each AV company will bill work differently. Make sure you know how they do it and what overtime means.
Project Managers
A project manager is essential for every event. Check to see if the project manager is included in the quotation. You will find that they are your main contact and can make life much easier. Make sure to budget a bit more time for project managers when preparing your estimate. They can arrive early, be present before the setup, and stay late in order to ensure everything is ready. They are an integral part of your team, and they help to ensure that your event runs smoothly.
Work Cut Carefully
This quote shows that labor was reduced at the banquet. You can reduce your costs and save money by doing this. When you cut back on work to save money for smaller sessions or meals, there’s a risk. When something goes wrong, and the people who ran the bigger show are not there to fix it, problems can arise. It’s possible that the smaller staff is not equipped to deal with any issues. Your banquet could pay the price.
Additional Notes
You won’t always find this kind of effort. Quotes are enhanced by adding additional notes. You can use them to define everyone’s role and expectations clearly. Be sure to include in the notes who control the power: the caller of the show, the managers, and the speakers. Be sure to include important dates and times, such as the start time, rehearsals, set up, and breakdown. You can then ensure that everything is correct and on time.
Scenic Design
It isn’t easy to visualize the stage when you read AV terms. What does a truss really mean? Your lighting section is there, but does it do enough? Request a 3D rendering or CAD design to eliminate any guesswork. You can visualize the setup of your event. Remember that 3D rendering is a lengthy process and cannot be completed in a day. Give your AV provider the time needed to complete it.