As an NYC event planner, do you tend to choose your venue before you choose your AV provider? You may want to rethink that! Many hotels and other venues have in-house AV companies or union contracts and they may lock you into using them. This could result in you paying a lot more, and receiving subpar technician talent compared to an external or other trusted AV provider.
In-House AV Teams
Some New York City venues may opt to partner with an in-house AV team because they receive some form of commission or split of revenue for each gig. Good news for the venue, bad news for event planners. This is why some venues will restrict third-party vendors.
On the other hand, some contracts may state that you can bring in an external AV company. That brings your charges back down to face value. However, it also means that the venue will lose their commission or cut of the profits. So, further analysis of the fine print may reveal that if you bring in an external AV company, they’re allowed to charge you on the back end with items such as AV liaison fees, rigging fees, floor covering, and more.
Union Contracts
There may be a union tied to specific venues, such as the International Alliance of Theatrical Stage Employees (IATSE) or the New York Hotel Trades Council (NYHTC), which represents AV technicians as well as many others. However, the venue just down the street may not have a union contract. Why do some venues have one and others don’t? Some venues choose a union contract because it gives them consistent labor and the unions often offer financial kickbacks to the venue when they book a gig.
Aside from the expense, another reason you may want to avoid a union contract facility is that sometimes there are multiple unions at play (one union to move equipment, one union to run the equipment, one union to build the set, and so on). You could have multiple unions just inside the AV area, such as one for lighting and one for audio. This can get very complicated, turning into a “who’s on first” situation. And the last thing you need as an event planner is another headache!
One final thing to note when dealing with an AV union contract is that they follow their rules and regulations very closely. You can even incur penalties if you fail to comply with them. While these will vary by location and union, here are some things to keep in mind:
- Meals. Don’t expect the crew to be working while you and your attendees are eating.
- Breaks. These need to be built into the event agenda; generally, a 30-minute to one-hour break every five hours, with 15-minute “bathroom/refreshment” breaks every 2.5 hours.
- Overtime and Double Time. Be sure you know when this kicks in (typically after 7-8 hours) or it could cost you big time.
- Normal Business Hours. This is generally 8am-5pm M-F. Shifts beyond that, or on weekends or holidays, will usually come with overtime or double time.
- Turnaround Time. The crew has to sleep. Generally, this means 8-9 hours of non-work between shifts (for example, if the crew is on-site until 11pm and back the next day at 6am, that’s only 7 hours off, so overtime or double time rates can be applied).
- Consecutive Days. Generally, any event requiring more than 40 hours in a workweek is subject to overtime and double-time rates. It may even be automatically applied on the sixth day of a workweek.
While an external, non-union AV company is likely to be more relaxed (not charging for food, working through a meal break, working an extra hour here and there), you likely won’t find that with a union crew.
Unionized Venues
It’s possible that the venue itself could be unionized, however, you may still be able to bring in an external team if you have your heart set on that particular venue. It will usually still come at a higher price, however. For example, you may have to foot the bill for “shadow labor.” That means that because you’re bringing in an external vendor, and taking away the job opportunity from the venue’s union team, unionized individuals will still be on-site to “shadow” your hired guns, often on a one-to-one basis. So, if you bring in two lighting guys—two union lighting guys will be shadowing them, often receiving the same amount of pay.
ONE WAY PRO TIP: If the union ratio is 1:1 and we know setup will require 10 technicians, we will only bring in five and use the five shadowing technicians required by the union to save you money.
A reputable third-party AV vendor can often work with you and the unionized venue to negotiate an affordable quote despite these added fees. If you’re choosing a unionized venue in New York, it’s always a good idea to at least give an external AV company a shot at negotiations, as it could save you thousands in the end.
Tips For Navigating the Union
In New York, there is no shortage of hotels in which to hold your event. So, don’t be afraid to negotiate. Hotels make more money off of room rentals and food & beverage than an AV commission, so you’d be surprised at how willing they are to play ball if you hint that you’ll take your business down the block.
If they are willing to work with you, be sure all negotiations are settled before you finalize the contract, because once you’ve signed on the dotted line, you’re locked in and negotiations are over. However, you still need to watch that they don’t suddenly try to nickel-and-dime you for things that should be free, such as internet and electricity, in an effort to make up for the lost AV revenue.
Hosting an Event?
If you’re putting on an event, we recommend finding your vendor before you find your venue. We understand most event planners like to start with a venue, but doing things this way can ultimately save you a lot of money and grief. At One Way Event Productions, our team of experts will help you navigate AV fees and negotiate pricing to get a better deal, even if there is an in-house AV team, union contract, or the venue is unionized. Contact us today to help you put on a flawless event in New York City.
