When planning a corporate event, your AV production is a crucial element that can make or break the experience for your audience. However, even the most carefully planned budgets can be derailed by hidden costs that sneak up unexpectedly. At Atlas Production Group, we’ve seen how these surprise expenses can impact an event’s success, so we’re sharing some of the most common hidden costs in AV production and how to avoid them.
Overtime Charges
The Hidden Cost:
One of the most common hidden costs in AV production is overtime charges. AV technicians typically work on a half day or day rate, and if your event runs longer than scheduled, you may incur overtime fees. These fees can add up quickly, especially for events that extend late into the night or require complex setups and teardowns.
How to Avoid It:
- Plan for Extra Time: When scheduling your event, build in a buffer for potential overruns. This might include extra time for technical issues, extended sessions, or delays in starting. Booking rooms a day or two in advance allows time for set up, rehearsals, and show day(s).
- Understand Overtime Rates: Before signing a contract, ask your AV provider about their overtime policy so you have clear expectations on how much additional time will cost.
Last-Minute Equipment Needs
The Hidden Cost aka Add-ons:
As your event date approaches, you may realize that you need additional equipment—whether it’s a few extra microphones, additional lighting, or extra drape. Last-minute equipment rentals often come with premium pricing, especially if they’re requested close to the event date.
How to Avoid It:
- Conduct a Thorough Needs Assessment: During the planning phase, work closely with your AV team to identify all the equipment you’ll need. It’s better to overestimate your requirements early on rather than scrambling for extras at the last minute.
- Create a Contingency Plan: Consider what might go wrong and plan for backups.
Setup and Tear-Down Fees
The Hidden Cost:
Many clients overlook the costs associated with setting up and tearing down AV equipment. These fees can be significant, particularly if your event requires complex installations or if the venue has strict timelines for setup and teardown.
How to Avoid It:
- Ask About All Fees Upfront: When requesting a quote, ensure that setup and teardown fees are included. Clarify with your AV provider what is covered in these fees—sometimes they may include labor, transportation, or even special equipment like lifts.
- Coordinate with the Venue: Work with your venue to understand their policies on setup and teardown. If the venue has specific hours for these activities, make sure your AV team is aware to avoid any rush fees or last minute scrambles.
Power and Internet Costs
The Hidden Cost:
Large events often require additional power sources or dedicated internet connections, which are not always included in the basic AV package. These can be costly, particularly in venues that charge extra for access to these utilities.
How to Avoid It:
- Confirm Power and Internet Needs Early: Determine your power and internet requirements well in advance and discuss them with both your AV provider and the venue. Ensure these costs are clearly outlined in your budget.
- Consider Alternative Solutions: If the venue’s power or internet fees are prohibitively high, explore alternatives such as renting a generator or using a portable Wi-Fi solution.
Shipping and Handling Fees
The Hidden Cost:
If your event requires specialized equipment that isn’t available locally, shipping and handling fees can quickly add to your costs. This is especially true for large or delicate items that require special packaging or expedited shipping.
How to Avoid It:
- Plan for Local Rentals: Whenever possible, source equipment locally to minimize shipping costs. Your AV provider may have relationships with local vendors that can offer better rates.
- Schedule Early: If shipping is unavoidable, plan well in advance to avoid rush fees. Standard shipping costs are much lower than expedited ones, so the earlier you book, the better.
Insurance and Permits
The Hidden Cost:
Certain venues or events may require additional insurance coverage or permits, particularly for outdoor or large-scale productions. These costs are often overlooked until the last minute, resulting in unexpected expenses.
How to Avoid It:
- Verify Requirements with the Venue: Ask the venue about any necessary permits or insurance requirements as soon before you book the location. This way, you can include these costs in your budget from the start.
- Work with Your AV Provider: Some AV companies can help you secure the necessary permits or offer insurance coverage, potentially saving you time and money.
Conclusion
Hidden costs in AV production can disrupt even the best-laid plans, but with careful preparation and communication, you can avoid budget surprises. By planning for potential overtime, thoroughly assessing your equipment needs, and being aware of setup, teardown, and other ancillary fees, you can ensure that your event runs smoothly and stays within budget.
At Atlas Production Group, we’re committed to transparency and helping our clients avoid these hidden costs. Contact us today to discuss how we can partner with you to create a successful event—without the surprise expenses.
