Event planners everywhere share a common challenge: how to create memorable events when budgets are tighter than ever. Seth Macchi, CEO of LEMG and host of a corporate event production podcast, recently shared actionable strategies to help planners secure better pricing, more skilled technicians, and smoother execution from AV partners. This guide breaks down those strategies step by step so you can make your AV dollars go further, without cutting corners on quality or creativity.
Why Early Planning with Your AV Partner Saves Money
One of the biggest revelations from Seth’s advice is that the timing of when you involve your AV partner directly impacts your event’s cost, talent, and outcome.
When working with an AV company, you’re primarily paying for two components. The first is Labor. This includes freelancers, internal technicians, union or non-union stagehands, and all the people powering your event behind the scenes. The second is Equipment. Everything from microphones to screens, lighting rigs to soundboards. Whether the AV provider owns the gear or rents it from another vendor, access and availability become crucial.
Labor costs have changed. A pre-pandemic “race to the bottom” kept technician rates low, but that’s no longer the case. Many technicians left the industry during COVID, creating a shortage. Those still in the field can now command higher rates, some increased by as much as 50–100% post-pandemic. Great technicians often book out months in advance. If your AV company knows about your event early, they can secure the best talent before their calendars fill up.
Equipment logistics matter. Today, AV companies don’t need to own every piece of equipment. Many rely on trusted third-party providers for specialized gear. This newer model keeps overhead down but means popular items get reserved fast. The more advance notice your AV partner has, the better equipment options they can secure (often at lower prices). Waiting until the last minute limits choices and can lead to expensive rush charges.
Rush charges add up. If your event details come together late, your AV partner may need to juggle staff and gear at the eleventh hour. This extra effort often results in rush fees or premium equipment rates, avoidable with more advance notice.
A Step-by-Step Path for Seamless AV Collaboration
Seth shares an ideal planning path designed to help planners and AV partners work more efficiently and cost-effectively together:
Step 1. Engage your AV partner as soon as you have an event concept. Don’t wait until every detail is nailed down or the RFP is written. As soon as you know an event is on the horizon, bring your AV partner into the conversation. Even if you have to go out to bid later, get their input on what’s realistic and cost-effective for your goals.
Step 2. Collaborate on the RFP or skip it with trusted partners. If your process requires an RFP, invite your most trusted AV partner to help design it. Clarity about your needs leads to proposals that are much easier to compare. With a strong relationship, you may even reach a point where RFPs aren’t necessary, saving you time and reducing administrative headaches. If going without an RFP feels too risky, maintain relationships with two solid AV partners. Rotate projects between them and benefit from direct, collaborative planning while keeping competitive tension.
Step 3. Include your AV expert in site surveys. After concepting your event, and as you consider venues, bring your AV partner on final site visits. Their technical eye can spot potential challenges (power access, ceiling height, rigging points), helping you avoid costly surprises later.
Step 4. Begin designing for the actual space. With the venue selected, collaborate on the technical and creative design tied to the actual space. This approach ensures your quote is tailored for real conditions, not hypothetical layouts. Being specific at this stage ensures proposals are accurate and minimizes scope changes after contracts are signed.
Step 5. Finalize detailed quotes and book talent early. With design settled, your AV partner can generate a comprehensive quote and reserve top technicians and equipment, ideally three months or more before your event. This timing secures the best talent, guarantees equipment availability, and locks in pricing before market rates rise or inventories run low.
Step 6. Communicate consistently through load-in. Regular communication between you and your AV provider eliminates surprises and allows time to address changes without last-minute stress or cost increases.
Common Pitfalls and How to Sidestep Them
Even with the best intentions, planners can fall into several traps that waste both time and money. A common mistake is sending vague RFPs that lack critical details. AV companies then submit quotes based on their own assumptions, making comparisons difficult and requiring endless back-and-forth for clarification. Detailed RFPs (clear about schedules, labor hours, required equipment, and expectations) drive “apples to apples” bids, streamlining the process and giving you better data for decision-making.
Whether it’s due to last-minute events or shifting priorities, working with short planning windows almost always results in compromises- higher rates, reduced talent, or unavailable equipment. While some emergencies are unavoidable, don’t let last-minute mode become your standard.
Practical Takeaways for Event Planners
Act Early: The sooner your AV expert is involved, the more options you’ll have for pricing, staff, and gear.
Foster Relationships: Building trust with one or two AV partners leads to faster, more integrated collaboration and better outcomes.
Get Specific: When requesting bids, provide as much detail as possible. You’ll get more relevant proposals and less back-and-forth.
Include Technical Voices: Let AV professionals participate in site selections. They’ll spot potential issues and help you steer clear of costly oversights.
Allow Time for Booking: Give at least three months lead time for major events. Top AV talent and equipment are often gone if you wait until the last minute.
Communicate Continuously: Keep information flowing from planning through load-in to keep your whole production on track.
Top-quality AV doesn’t require unlimited funds. Planning ahead, communicating clearly, and building strong vendor partnerships are the engines behind efficient, cost-effective event production. By following these strategies, you’ll not only keep your AV budget in check but also deliver polished, memorable events that impress every attendee, no matter the scale or budget.
To listen to Seth share more on this topic, tune in here:
