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.