Like most event planners, you’re always trying to get the most bang for your buck. Of course, bringing aboard an event production specialist doesn’t often come cheap. However, there are a number of ways in which you may be able to bring down costs and have it reflect on your next AV quote.
12 Ways to Save on Event Production
1. Book Early and Plan Ahead
You know what they say about the early bird. While most large conferences and trade shows are usually planned far in advance and give you (and the event production company you choose) plenty of time to prepare and negotiate, smaller events can pop up with little notice. When they do, vendors know your hands are tied and will be less likely to give you a deal. Also, try to plan ahead for what you’ll need (number of breakout rooms requiring AV, etc.). Last-minute equipment additions are always going to cost you more. On site changes or additions incur additional labor and delivery charges and nobody wants that.
2. Get Multiple Bids
Do your due diligence and obtain at least three bids in order to find the vendor that best fits your needs and budget. A word to the wise: some vendors sacrifice equipment or quality to achieve the lowest price bid, so it’s important that you or a member of your team can differentiate between the equipment, understanding why vendor A quotes for a 5000 lumen projector and vendor B quotes for an 8000 lumen projector, or can recognize that one vendor quotes for concert-grade equipment while the other costs out local DJ-level gear.
3. Start from Scratch
When sourcing a new event production company, it’s tempting to simply send them the quote from the company you used last year as a starting point. When you do this, however, they’re likely to just match that quote and equipment list which can rob you of new client savings or money-saving equipment suggestions. If you must send an old quote to expedite the process, be sure to let the new company know you’re looking to save money and ask for suggestions on equipment or gear that can be cut out or replaced with a less expensive like-item.
4. Understand the Crew’s Roles
From staging to lighting, audio to video, there are a lot of roles that need to be filled to put on a show. As an event planner, you should have a good understanding of the roles and responsibilities of each crew member in order to determine if they’re all necessary, or if multiple tasks could be handled by one individual. For example, for a small affair, is a Video Switcher and Graphics/Playback Operator necessary, or could the Video Engineer take on both of these duties? Consolidate positions where you can but be careful of compromising the flow of your event.
5. Scrutinize Labor Hours
Also, be sure that labor hours on your bid seem to make sense. Many event production companies will underbid on labor to make the quote look attractive, and then bill you on the backend. To avoid this scenario, always confirm with each company how long set up and break down will take before you sign on the dotted line. When the event is through—assuming you didn’t make changes to the equipment or event schedule—always hold them to the initial quoted amount.
6. Beware of Overtime
Labor can take its toll on your budget, especially when you factor in state minimums and overtime regulations (you or a member of your team should try to brush up on these as they apply within your state). Consider things such as, do you really need to rehearse for 6-8 hours the morning of your evening event? If you do, now you’re looking at hours of overtime and possibly double-time depending on when the event ends.
7. Get a Walkthrough
Unless you’ve been through this a hundred times and are familiar with everything on your quote, you should have the vendor Project Manager go through every item on the quote, line by line. With an understanding of just what everything is, you’ll be in a better position to make cuts to items you deem unnecessary. Plus, when the equipment arrives, you’ll be able to take stock of everything to be sure you’re getting what you paid for!
8. Negotiate
There’s always room for negotiation, and if an event production company thinks you’re going to bail, they’ll often find a way to come down at least a bit. One good negotiation tactic if you have the ability is to offer to pay upfront. Most vendors are used to 30-, 60-, or 90-day terms, but upfront payment can often earn you a discount.
9. Make Some Cuts
You or your event production company may be able to determine some cuts that can be made while performing a walkthrough, but if the quote is still not within your budget, you might consider some additional ones. For example, does the venue have a podium you can use at no cost? Can you use wired microphones instead of hand-held mics or lavaliers? If the presentation is fairly standard, can you record it using a single camera instead of a multi-camera setup?
10. Budget Your Stage
While a great stage design is important since all eyes will be there for much of the production, some event planners can go overboard. Your event production company may be able to offer some inexpensive alternatives (after all, not every event needs an LED video wall). Check out our story How to Get Creative With Your Event Stage on a Budget.
11. Don’t Overproduce Breakout Sessions
With the right budget, breakout sessions can be extremely dynamic productions. But oftentimes, breakouts are short and mostly involve tables of teams talking, before they’re headed back into the main event space. So, when trying to save money, it’s generally more important to have a stand-out main space where most time will be spent and less produced breakout spaces.
12. Develop Relationships
If you’ve worked with an event production company before, chances are they’ll cut you a deal for coming back to them (they want to keep you as a customer as much as you want to keep things simple). And if you’re working with one for the first time, try to build a relationship with them so that when your next event rolls around, you can call on them and they’ll be ready to roll—often for less than it would cost to find a new company. An added bonus? Once they’ve worked with you, they’ll begin to understand your needs and your style, making the next event even smoother sailing. Putting on a great event takes a lot of effort—and finding ways to save takes quite a bit more! Remember, never be afraid to ask a vendor to explain everything on their bid and offer cost-cutting suggestions; if they’re dismissive or of little help, chances are they’re not right for you. If you’re planning an event and would like to speak with a hard-working and easy to work with team, contact the crew at One Way today!
