The AV Negotiation Trick Nobody Tells Organizers

Most organizers think the move is to threaten to walk.

It's not. The venue knows you probably can't.

The real trick? Have a real second option before you sign.

A planner named Carolynn Santos nailed it. She looks at two routes before signing:

• Route 1: Bring in a full-service AV company. Personnel and gear come together.
• Route 2: Use the onsite vendor. But hire a production company to manage them.

Both routes save money. The onsite vendor stops being the default.

Why this works

• You don't need to bluff. You have a real choice.
• A production company weeds out fake costs. Extra gear. Padded labor.
• The vendor knows you can leave. So they behave.

The fees you can actually fight

• "Outlet fees" → fix with contract language up front.
• Flat "electricity" fee → fair. Big shows pull real power. Pay it.
• Excess equipment and labor → cut it with an expert in your corner.

The takeaway

Threats are weak. They expire after one "no."

Options are strong. They never run out.

Don't walk in mad. Walk in with a backup.