Booking a venue for your event is exciting, but before you sign the contract, it’s important to understand how to bring in your own AV supplier. Doing this right can save money, give you more creative control, and ensure your event runs smoothly.
Why Bring in Your Own AV Supplier
Venues often offer in-house AV services, but using your own supplier has advantages. In-house AV is often bundled and marked up with little room for negotiation. Bringing in your own supplier allows for itemized proposals so you can see exactly what you’re paying for. It also gives you more flexibility and access to specialized expertise to make your event look and sound its best.
Key Things to Consider Before Signing the Contract
- Check for AV exclusivity clauses. Many venues require you to use their in-house AV services. These clauses can limit your options and increase costs. Identify them early and negotiate them if needed.
- Negotiate third-party vendor rights. Include language in your contract that allows you to bring your own AV supplier without extra fees or penalties.
- Understand potential fees. Even if the venue allows external suppliers, they may charge for access, labor, or equipment. Clarifying these costs upfront avoids surprises.
- Assess venue compatibility. Make sure the venue’s layout, power, ceiling height, and internet connectivity support your AV needs. Walking through the space with your AV supplier can help avoid problems on event day.
- Plan for insurance and liability. Venues often require a Certificate of Insurance from your AV supplier. Confirm your supplier can provide this documentation.
Tips for a Smooth Event
- Bring your AV supplier in early. Having them visit the venue before the event helps spot potential issues.
- Communicate clearly. Keep open communication with both your supplier and the venue to coordinate logistics.
- Review the contract thoroughly. Make sure all negotiated terms are included before signing.
- Booking a venue and bringing your own AV supplier can seem complicated, but understanding these steps ensures your event goes off without a hitch. Can-View can help you navigate AV and venue planning for a seamless experience.
Helpful Resources
Vancouver Convention Centre facility pages and floor plans
Calgary meeting venues overview from Visit Calgary
BMO Centre event spaces at Stampede Park, Calgary
City of Calgary parks and municipal venues booking information
Frequently Asked Questions
1. Can I always bring in my own AV supplier?
Not always. Some venues have exclusivity contracts with their in-house AV provider. Always ask about this before you sign and negotiate flexibility if possible.
2. Will I save money by using my own AV supplier?
Often yes. Independent AV suppliers can provide detailed quotes and help you avoid hidden venue markups. However, you’ll want to confirm if the venue charges any outside vendor fees.
3. What if the venue charges a fee for bringing in an external supplier?
You can usually negotiate it. Some venues waive or reduce these fees if your AV supplier meets their insurance and safety requirements.
4. How early should my AV team visit the venue?
Ideally during your initial planning stage before you sign the contract. A walkthrough helps spot power or layout issues that can affect your setup.
5. What documents does my AV supplier need to provide?
Most venues require a Certificate of Insurance showing liability coverage and sometimes proof of safety certification for rigging or power work. Confirm these details with the venue in advance.