It’s a Recommendation, Not a Requirement: When a Venue Claims Exclusivity for AV

Venue contracts often feel like a race to secure dates, room blocks, and food & beverage minimums. But even the most experienced planners can find themselves facing unexpected costs if key production-related details aren’t clearly outlined during the contracting phase. AV, power, and internet fees are often vague, buried in fine print, or defined in a separate Production Guidelines document. By the time those costs come to light, negotiating leverage is long gone.

The good news? With a few strategic contract inclusions, you can protect your flexibility, lock in rates, and avoid last-minute budget bloat. Here’s how to safeguard your right to bring in a third-party AV provider and make sure your event runs smoothly without surprises.

When the Venue Claims AV Exclusivity Based on the Meeting Room

One of the more frustrating tactics planners face is being told that in-house AV is “required” in certain meeting rooms. You might hear that breakout rooms are exclusive while the ballroom is flexible—or vice versa.

Here’s the key:

Power and rigging exclusivity exists to protect venue infrastructure. AV exclusivity based on room assignment is a commercial decision and not a technical one.

We fully respect the need for in-house exclusivity around rigging and power. These systems are integrated into the building and should be handled by their internal trained teams. However, when AV exclusivity is enforced simply because of room location, it’s about control and not capability.

Tactical Moves You Can Use:

• Request clarification in writing.
  Ask the venue to define exactly what the exclusivity covers. Many times, they’ll back off once asked to formalize it because it's not a formal policy, just internal practice.

• Reference federal anti-competition guidelines.
  You don’t need to be confrontational, though you can remind them (especially publicly traded venues) that clients cannot be denied access to preferred vendors without infrastructure-based justification.

• Use your leverage.
  For high-spend groups, lead with confidence:
  “Our AV partner is a condition of our business. Please confirm in writing whether this is non-negotiable, so we can escalate to contracting leadership if needed.”

• Offer a compromise.
  Suggest partnering with the in-house team on basic services or for select rooms—just not exclusive control.

Five Ways to Protect Your AV Rights During Contracting

1. Reserve Your Right to Choose Your AV Partner

Most contracts favor in-house AV without disclosing the true cost of going outside. Expect hidden fees like:

• Mandatory in-house supervision

• Daily liaison charges

• Third-party access restrictions

Negotiation Tip:
Include clear language reserving the right to use your AV provider without penalty or exclusivity fees. Ask for itemized in-house costs to compare before committing.

2. Get Supervisor Fees in Writing… Now, Not Later

Supervision fees for outside AV can be hourly, daily, or flat—and often go undisclosed.

Negotiation Tip:
Get written confirmation of exact rates for any required in-house supervision. Negotiate a flat rate or cap hours to avoid labor cost surprises.  For events that book a few years out, negotiate that the rate can’t increase more than a set dollar amount year over year.

3. Pre-Negotiate Internet Costs and Infrastructure Access

Internet is often a hidden upsell, especially for AV needs like hardlines or static IPs.

Negotiation Tip:
Request full internet specs and rates for:

• Wired vs. Wireless access

• Static IPs

• Dedicated bandwidth

• Device limits

Then include negotiated rates in your contract or as an addendum.  This safeguards you from the increase if you bring in an outside AV provider.

4. Don’t Overpay for Power—Negotiate Drops Upfront

Power drops can range from $200 to over $1,000 depending on the venue and power needed.

Negotiation Tip:
Ask for a power services rate sheet before signing. Have your AV provider estimate power needs early so you can lock in pricing during negotiation. 

5. Put Everything in the Contract or an Addendum

Verbal agreements with sales managers won’t hold if roles change. Protect yourself by making sure all AV-related items are in writing:

• Third-party AV access

• Supervisor fees & rates

• Power and internet rates

• Loading dock access

Pro tip: Attach the venue’s Production Guidelines to the contract. If your event is more than a year out, things can change. Not everything may be included (like risers, lecterns, or wall power), so clarify and document now.

AV = Added Value™

Your AV partner plays a crucial role in your event’s success, don’t let vague contract language limit your choices or inflate your costs. By asking the right questions early and planning ahead, you’ll protect both your event experience and your bottom line.

Need a second set of eyes on your contract?
We’re happy to help review and raise red flags to ensure your AV flexibility is protected. We can offer sample addendum language you can add to:

• Reserve your AV rights

• Lock in pricing

• Avoid hidden fees

Let’s Connect! Join Our Monthly Office Hours

We are more than just a vendor, we’re a resource. That’s why we host office hours on the first Tuesday of every month at 3 PM Central Time. Whether you have burning AV questions, need expert advice for an upcoming event, or just want to connect, we’re here to help.

AV isn’t just about technology, it’s about people, experiences, and making every event the best it can be. That’s the AV=Added Value™ we bring, every time.

Have a story where AV made a difference in your event? We’d love to hear it! Email the author.