You receive a $22,000 proposal from an independent AV company. The hotel’s in-house provider quotes $75,000.
That is a $53,000 difference—money that could fund other parts of your conference or stay in your organization’s budget.
But can you actually choose the $22,000 company without triggering substantial additional costs?
If using an outside provider brings separate charges for power, internet, required house labor, supervision, or vendor access, your hotel contract may undermine that choice before you ever compare proposals.
“We allow outside AV companies” is not enough. Ask: “What additional charges apply if we use one?”
Get an itemized written estimate, then compare both providers’ complete costs and scope of work. If those conditions make your preferred provider financially impractical, the hotel agreement has effectively steered your purchasing decision.
That is a $53,000 reason to ask these questions before signing the venue contract.