Know You Know | Ways to save on your AV budget

Finances are getting tight these days. Deciding where to cut back on your AV bill can be daunting. But with a little planning you can knock some numbers off your bill and still have an effective event.

First – ASK!

Every AV company is different. But one thing they have in common is they can make better deals on gear they own. Sometimes minor changes that can prevent an AV company from having to cross-rent gear can save you big bucks. So before you do anything else ask your AV provider where you can save money. Believe it or not, cutting gear won’t always save you money. Sometimes a little shuffle can make a big difference.

Do Less

I know you’re thinking “Duh!” But a lot of times clients will try to do as much as the year before and save money by cutting corners or going with inferior gear (or providers). Trust me, this usually leads to disaster. You’re far better off with a smaller stage (requiring fewer lights) with fewer activities on stage (requiring less sound gear and fewer cameras) and having a basic set while keeping a good sound system and projection so people can hear and see well.

Consider Labor

Some gear and sets, even though they may not cost a lot to rent, require a lot of labor to set and run. When working with your AV provider on a bid make sure you ask how much labor will be required to pull it off. You’d be surprised, sometimes the small dollar line-items can send your labor soaring.

Ground Support

Most AV companies like to hang lighting grids, screens, and backdrops from the ceiling. It’s a cleaner look and eliminates sight line problems from having big towers out in front of the stage. But a lot of facilities now charge fees for hang points and even require the use of in-house chain motors and labor, which can get expensive. It will not look nearly as good, but using lifts that sit on the floor will often save a lot of money.

Be Prepared

There’s a saying in the AV business: in chaos there’s profit! Add-ons and changes can cost a fortune! You may cut something out of the budget to save a few bucks but end up paying an arm and a leg to add it back once your AV company is on site (trust me, it happens).

Ask about multi-year contracts

AV companies love repeat business and most are willing to give discounts for guaranteed future business (usually at least a 3-year contract). Be cautious however. I don’t recommend a multi-year contract with a company you’ve never used. You may end up committing to years of misery. Always try a company first before signing on to a multi-year contract. And, as always, read the fine print!