We believe that AV shouldn’t be mysterious… and we also believe that sometimes, the best way to determine if another AV company believes that same thing is in the very earliest stages of talking to an AV company. There are lots of things you should consider when selecting an AV company, but one of the best ways to get a sense of a company is by taking a good, hard look at their proposals. Why? Because there’s no easier way to pull the wool over a client’s eyes than with complicated AV jargon.

It’s hard enough to do a deep dive review of an invoice to make sure things are adding up like they should… so when you’re forced to Google the definition of every other line item on that invoice, it can make the simple process of signing off on payment a great big headache. And that’s not what we’re about. We believe in transparency, which is why we believe in simple, user-friendly proposals. Like we always say, it’s our job to be the AV experts, not yours… and you shouldn’t feel as if you’re reading an advanced algebra textbook every time you try to decipher a simple proposal.  

But that’s not just something we believe in for our own clients. We think everybody has the right to read a proposal without their eyes crossing. So we’re here to help! We compiled a bunch of insights into a step-by-step guide on how to demystify your AV proposal… complete with Pro Tips and some of our own insider info. Enjoy!

Phase 1: Before Receiving the Proposal

Step 1

Preparing for Initial Discussions

The initial conversations you have with your AV company set the tone for how that relationship will be going forward. So, we’re big believers in establishing your expectations for what you want from your AV company early. But how does setting realistic and effective expectations work in practice? The first step is to know what you want even before you get on the phone with potential AV providers.

Pro Tip: Far more often than not, the best solution you’ll find is NOT the in-house provider.  Don’t default to using in-house AV… and if you do, expect mark-ups and fees that never go towards your program.  Ask the hotel or convention center to remove any language in the contract that requires you to use in-house so you can choose the team that you feel confident about.

Step 2

What to Look For During Discussions

If we were to ask you what the five biggest red flags are in dating, we’re willing to bet you could list them off pretty quickly. That’s probably because you’ve met your fair share of people, and have done a decent job of codifying the troublesome behaviors that are a bad omen for the future.

Well, the same goes for AV companies. Just like you might run for the hills if your blind date stiffs a waiter on their tip, you should ditch any AV company that doesn’t ask a few basic questions before you ever receive a proposal. But just like they should be prepared to ask you these baseline questions, make sure you’re ready to provide thorough answers on each (which will ensure that your final invoice is well within the ballpark of your initial estimate). Some questions to listen (and prepare) for:

“How many people are in your audience?”

“On what day and at what time will we have access to the room(s)?”

“Have you ever planned an event like this, and if so, do you have photos?“

“Besides general and standard business sessions, is there anything else on the agenda that we should know about?”

Pro Tip: Don’t settle for an AV company that tries to prescribe AV services to you. Only work with those that take the time to understand every facet of your event and then tailor their services around your needs. That way, you know that what you’re paying for is exactly what you need, and not what they want to sell you.

Phase 2: After Receiving the Proposal

Step 1

Review

Imagine you are looking to buy a new car. You search for some top ten lists on Google, and start digging into some of your favorite brands and models. Unless you’re a car expert, it’s probably not long before you run into some terminology that trips you up. Thankfully, buying a car is a pretty run-of-the-mill experience for most adults, so a little bit of backup Googling is sure to demystify some of these more confusing terms.

The same cannot be said for AV. A majority of what’s on the internet is written by and for AV professionals, so you end up coming out more confused than you did going in. So before you sign on the dotted line, establish your plan for reviewing the line items included with what you discussed during initial conversations. Not sure how to prepare for decoding the audio-visual jargon you’re sure to come across before and during your event? Check out our Audio Visual A to Z, which demystifies the more confusing terminology you’ll hear your crew use!

Pro Tip: Sometimes, the best tool you have when reviewing a proposal are the notes you take during conversations before that proposal is ever sent. During initial phone calls with a production company, take notes on your event expectations that you discuss with them.

Then, when you receive a proposal from that company, it will be easier to determine if equipment listed is necessary for your expectations. If you aren’t sure how something benefits your specific event needs, just ask! Some production companies (like AlterEgoAV, for example) will actually include notes in the proposal that connects equipment for particular custom needs. For example:

Instead of… “Ground Supported Audio System”

It might read… “Ground Supported Audio System for 200 people”

Step 2

Follow Up

The next step is to schedule a follow up call to discuss those pieces of equipment you need help clarifying. Some great ways of getting the info you need is to ask “I see a piece of equipment called X. Can you briefly explain what this is and how it enhances the event?”, or “Based on the expectations we’d discussed, I’m having a hard time placing this piece of equipment. Can you tell me why you decided it was necessary?”

So a piece of equipment sounds like a good idea, but you can’t help but wonder… do you really need it? It’s a good idea to review what is mission-critical to your event (baseline audio and projection, for example) and what are bonuses. Our AV Basics to Bonuses E-Guide should help you suss out the specifics, and negotiate accordingly.

Though the language of the initial proposal is a decent indicator of an AV company’s dedication to customer service, it’s usually the follow-up that is most telling. That’s because any AV company worth working with will gladly answer questions and provide clarity around line items that you might not understand.

Pro Tip: Consider the ingredients before the final product. That is, don’t let the grand total be the reason you get cold feet. AV can add up, but it’s important to have a good understanding of what goes into that cost. Most good AV proposals will have the total cost broken down so you can see what you’re getting for how much. While not every line item might be included (since this would be extremely complex and overwhelming), section totals will be available.

So, you might see a total for audio, a total for projection and visuals, a total for breakout rooms… etc. Keep in mind that some events will need more robust audio, while another might need more dynamic video and projection. Also keep in mind that, depending on the complexity and length of your event, labor might be higher than you expect. That’s because as much as we’d like to, employing robots is still frowned upon in event production… the crew need breaks to sleep, eat and catch their breath – and might need backup support to do so!

Remember… You are not an AV technician, so no one should expect you to know what technical terminology means. Don’t be afraid to ask questions! The more you understand in these initial planning stages, the easier the process will be as you get closer to the main event.