The Hidden AV Fees That Can Wreck Your Conference Budget - and How to Avoid Them

Think your AV costs are locked in? Think again.

Many venues include hidden AV fees that can inflate your budget by thousands—unless you negotiate upfront. Before signing a venue contract, watch out for these costly traps:

The In-House AV Clause – Some venues force you to use their in-house AV team—often at a 25% markup or more. Ask to have this removed before signing.

Patch Fees – Just to connect your AV equipment to the venue’s system, you might get charged $500 - $2,500+—for something that should be standard.

Rigging & Power Fees – Need to hang lights or projectors? Need power for your AV? Some venues charge per outlet or per watt. Get these fees quoted in advance.

Internet & WiFi Costs – Think internet is included? Think again. Some venues charge thousands for dedicated wired connections or high-speed WiFi. Ask for a full breakdown of internet costs before signing.

Last-Minute Add-Ons – The in-house AV company may not disclose all fees upfront—things like extra microphones, additional technicians, or last-minute changes can result in unexpected costs.

Service Charges & Commissions – Many in-house AV teams pay a percentage of their revenue to the venue—meaning you’re paying extra just so the hotel gets a cut.

How to Avoid These Fees

✔ Negotiate BEFORE you sign the venue contract. Ask to remove the in-house AV requirement and include a clause stating that there will be no penalties for using an external AV provider.

✔ Request a full breakdown of ALL AV-related fees upfront. This includes rigging, power, patch fees, service charges, and internet costs. Compare these costs with an external provider like Red Tree AV.

✔ Get an Internet Quote in Advance. Many venues intentionally withhold internet pricing until the event is locked in. If you don’t negotiate this upfront, you may end up paying thousands for something that should be included.

✔ If the venue pushes back, escalate to a sales or general manager. Many venues care more about filling rooms and selling food and beverage than the small commission from AV. Make it clear that AV flexibility is a dealbreaker.

Why This Matters

If you don’t negotiate these items in advance, the in-house AV provider will prevent a fair AV RFP process by locking you into inflated costs. Keeping AV flexible ensures you get the best service at the best price.

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Red Tree AV has helped clients save up to 25% on AV costs by removing unnecessary venue fees and offering transparent pricing. Want help negotiating your next AV contract? Let’s talk.

How to Build the Perfect AV RFP for Your Conference

What to Include in Your RFP

A strong AV Request for Proposal (RFP) ensures you get the right AV partner at the best value—without missing critical details. Here’s what to include:

Schedule of Events – Clearly outline start times, end times, and session details so AV providers understand your requirements.

Venue Access Times – AV companies need to know when they can load in, set up, and strike equipment to plan labor and logistics properly.

Essential AV Requirements – List your must-haves (e.g., microphones, projection, hybrid streaming), but allow the AV provider to suggest creative solutions that may enhance the experience.

Floor Plans – Providing a detailed floor plan helps AV companies determine equipment placement, power access, and optimal sound coverage.

Pictures of Previous Events – If you’ve hosted this event before, photos of past setups give AV teams a clearer picture of what’s worked (or what needs improvement).

What You Liked & Disliked About Past AV Experiences – Sharing your priorities and frustrations helps AV providers align their service with what you truly value.

Pro Tip

A great RFP isn’t just about checking boxes—it’s about finding an AV partner who understands your event’s vision. Want a template to build the perfect AV RFP? Let’s chat.

Choosing the Right AV Partner for Long-Term Success

Finding the right AV partner isn’t just about the next event—it’s about building a relationship that makes your planning more efficient, cost-effective, and stress-free for years to come.

Why Work with the Same AV Provider Every Year?

✔ Consistency – No need to re-explain your event details every year. Your AV team already knows your preferences, venue challenges, and goals.

✔ Cost Savings – A long-term AV partner eliminates unnecessary setup costs by maintaining efficiency from event to event.

✔ Seamless Planning – Working with the same AV team means fewer surprises, faster setups, and smoother execution.

✔ Scalability – If your event moves from city to city, your AV partner already understands how to scale and replicate the setup.

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Embrace efficiency in your time and budget. Bring Red Tree AV "in-house" as an extension of your team and eliminate the headaches of starting over with a new AV provider every year.

Ready to build a long-term AV partnership? Let’s connect.

5 Ways to Cut Costs Without Sacrificing AV Quality

Want to save money on AV without compromising quality? Here’s how:

Avoid venue-mandated AV when possible. Negotiate early to remove in-house AV requirements—they often mark up costs 25%+.

Book early. Last-minute AV = higher prices and fewer available technicians.

Offer hotel rooms to the AV team in exchange for a discount. If you're getting a good deal on hotel rooms or need to fill your block, this can be a great way to reduce AV costs. Many technicians prefer to stay onsite for ease of travel and to avoid traffic delays.

Consider a multi-year AV contract. If you're happy with your AV team, ask about signing a multi-year contract. This can help lock in pricing and secure discounts while ensuring consistency across events.

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Red Tree AV has helped clients save up to 25% on AV costs by removing unnecessary venue fees and offering transparent pricing. Want help negotiating your next AV contract? Let’s talk.

How Red Tree’s Custom AV Kits Save You Time, Money, and Headaches

Imagine an AV setup so efficient, it feels like magic—but it’s just smart engineering. At Red Tree AV, we’ve engineered custom-built AV kits that make setup and teardown faster, smoother, and more cost-effective. Here’s how:

Pre-Built & Pre-Tested: Every kit is fully loaded with the gear needed for your event—no last-minute scrambling.

Built-in Extras (at no extra charge): Whether you requested it or not, backup mics, adaptors, and presenter tools are always included.

75% Faster Setups, 90% Faster Prep Time: That’s real cost savings we pass directly to you.

What This Means for Event Planners

✔ Lower AV labor costs — faster setup means less time billed.

✔ Zero last-minute surprises — everything is already built in.

✔ More time for rehearsals & final touches, not waiting on AV.

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Want a stress-free AV setup that saves you money? Let’s talk about how our custom kits can transform your event experience.