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Venue Selection: Important AV Factors

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Venue Selection: Important AV FactorsMost venues will have an in-house Audio Visual provider. This can be a great support, but also present challenges. Here are some insights to consider when choosing your venue:

  • Rigging- Venues that allow you to hang objects from specified rigging points usually charge a fee per point. Your AV needs will dictate how many points you require. Some venues will specify that you use their in house AV Company to rig or at least supervise. They will charge for either of these services.
  • Power- Power is not always included. This is especially true in convention centers and hotel properties. The power will be charged based on your usage during the event and setup. You will also want to make sure that the venue has all the power capabilities you require and that additional generators won’t be required.
  • Entrances and Freight Elevators- Load in specs should be carefully considered with an extensive décor or AV setup. Large pieces of truss or stage sets will need to fit in the entrances or elevators. Check with your venue to secure the freight elevator if they have one.
  • Trucks- If you have a large AV setup your crew is going to arrive in a large truck possibly multiple trucks or even a semi truck. You will want to check that they will fit in the dock. If you are in an urban venue or venue with limited parking you will want to research ahead of time where these trucks can be stored or parked. Negotiating a parking rate in advance can save you money on larger vehicles. 
  • Union and Labor- Venues have the option to be a union or a non-union facility. A union facility will have additional rules and regulations that must be followed for your event. You will want to ask the facility for their policies and procedures to see how this will affect your event budget. A union facility will have specific labor rates, break times, call minimums and overtime charges. Even if you bring in your own AV or operators, you will still have to use the union labor.

5 Hidden Venue Costs

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5 Hidden Venue CostsEach venue comes with its own rules and regulations. It’s important to read the fine print before deciding on a venue and signing a contract. Most of these can be negotiated in the contract phase, but you want to make sure you ask the right questions and budget for any costs you may incur. No one likes surprises when the bill arrives. The most common hidden costs are:

Exclusive Vendors and Buyouts

Some venues will have exclusive vendors. You will have to select from this list. In some cases you can purchase a buyout and bring in your own caterer, but it will cost you. Sometimes the fee is nominal and other times it can be cost prohibitive. This can usually be negotiated in your favor.

Security and Freight Elevators

Freight elevators need to be reserved in the contract phase. The cost you incur is for the labor to run the elevators. Most venues will require you to use their in-house company to run the elevator during your load in and load out process. Keeping the load in and load out time as efficient as possible can save you money!

Cake Cutting Fee

Cakes are a great addition to an event, but if you want to bring in your own pastry team it can cost you big time! Not only will you have to purchase the cake, but also pay a server to cut the cake. Costs can range from $2 a slice to $5 a slice. Depending on the venue, it may be better to source the cake in-house eliminate this cost.

Corkage Fee

Some venues will let you bring in your own wine. This is important to any non-profit that would like the wine donated. The facility could charge you a corkage fee to serve the beverages brought in. This will be charged per bottle unless you can negotiate a flat rate. 

Furniture Removal and Relocation

Most rooms in a venue are free of existing furnishings, but some will have furniture in the room for day-to-day use. This is prevalent in country clubs, museums, hotel lobbies and non-traditional venues. If furniture needs to be removed or adjusted, they may charge you. Charges can be based on time, amount of furniture or flat rate. This fee can be waved if you ask, but more than likely they will not let you move it on your own.