Best Practices in Budgeting for AV

Date: May 7, 2019

Time: 12:00PM - 01:00PM

You must be registered to participate!

1 Clock Hour | Domain D: Financial Management

No one like surprises when it comes to budgets. There are a number of models that can be used to create a budget for an event’s AV and technology needs. All of them work in their own light, but surprises can still show up. And, today, those budget surprises do not always come from your vendors, but venues are adding new terms and conditions that can have serious affects to your plans.

In this session, we will share some common models, or approaches, event planners can use to develop budgets to support the AV and technology elements for their events. We will show examples of RFPs/RFQs and discuss when each may be appropriate. We will also discuss how the constant changes in venue service charges can and will affect your budget. And, we will provide tips to attendees on how to get ahead of areas that can drive your budget up and how to contain them. The intended result of attending this session is for attendees to feel more comfortable and confident in working with vendors and venues to develop an accurate budget.

Specific areas discussed will include:

  • How to identify your needs clearly to vendors
  • How to choose the right partner/vendor for your event
  • The information your production team will need to be successful
  • Recent changes in hotel and/or venue charges (rigging, power, internet, physical branding etc.)
  • Common terminology in AV and production that you should understand

Learner Outcomes:

  • Learn methods for developing your AV and technology budget that is customized to the needs of each event.
  • How to analyze estimates to make certain you are getting what you need.
  • How to work with venues during contract negotiations to lock in key services that can affect your budget.

This Session is Graciously Sponsored by Kalahari Resorts & Conventions

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