How to Build the Perfect AV RFP for Your Conference
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.
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.
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.
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.
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.