Whether you're planning an annual presentation meeting to the board or simply a client luncheon, most meetings and
events require some kind of audio-visual equipment. And, in today's economy, it's another area that meeting planners
must examine and trim costs when possible. Though state-of-the-art lighting packages will certainly be easier to pare down than a simple need for a projector or microphone, there are always ways to save on audio-visual services.
• Bring your own. This might not be a reality for all events, especially those of a larger scale or those that require heavy audio-visual. Still, it's worth the effort to examine what can be taken to the venue by your event staff. Plus, making the investment in a certain piece, such as a large flat-screen monitor or pop-up display, can save you in the long run as you host multiple events.
• Stagger presentation schedules. If your event has multiple seminars or sessions that require many audio-visual aspects, stagger them throughout the day rather than holding them at the same time. This way, you can rent one set of equipment for one designated room, rather than several pieces to be used in different rooms at the same time.
• Request a quote from multiple suppliers. In the past, it might have been easier to just use the in-house AV or accept the rates of the first company you came across. This is no longer the case. Make the extra effort to research multiple companies. They need the business, and when they find out that it's not guaranteed to them, they'll be more likely to offer competitive rates. Plus, using the Cvent Supplier Network, this extra research won't cost you a lot of time.
• Negotiate the extras. Depending on the rest of your event specifics, a venue may agree to throw in basic audio-visual equipment for free or at lower cost. If you're bringing a very large group to a venue (i.e. a lot of business), ask for a complimentary microphone in the ballroom. If you are renting a digital projector for two days, ask for the third day for free.
No area of meetings spend is too small to overlook when it comes to cutting costs. Just like event menus and event decor, audio-visual can certainly be an affordable element for your meeting if you know the right tips.
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