Your Guide to Preparing for Internet Fees

Internet fees can quickly add up. Lock in your internet price early and know exactly how much bandwidth you’ll need for your event.

Download the Ultimate Guide to Venue Contracts for a comprehensive approach to managing internet costs.

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Don’t assume your meeting space will be ready for AV setup. Proper planning for setup time, strike time, and rehearsals is essential for a smooth event.

The Ultimate Guide to Venue Contracts helps you avoid common mistakes and ensures your event runs smoothly.

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Thinking about using the venue’s built-in AV? You might be in for a surprise. Most venues charge for built-in LED walls, screens, and lighting.

To ensure you’re prepared, download the Ultimate Guide to Venue Contracts for a full breakdown.

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Safety is essential for any event, but there are costs associated with compliance. From fire marshal approvals to haze fees, planning ahead is crucial.

Download the Ultimate Guide to Venue Contracts to learn how to handle safety compliance and AV requirements without breaking your budget.

WHAT YOU’LL LEARN

• Why fire marshal approval is essential for event diagrams
• The additional costs of using haze effects
• How to ensure safe AV road-case storage and exit accessibility

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WHAT YOU NEED TO KNOW

When hosting events in union cities, you must be prepared for union labor rules that impact your AV needs. Understanding labor rates and technician requirements is essential for budgeting.

The Ultimate Guide to Venue Contracts breaks down all the complexities of union labor and AV services.

WHAT YOU’LL LEARN

• How to navigate union labor rules
• What to expect in terms of labor minimums and overtime costs
• How an AV partner can help guide you through the process

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Don’t get caught off guard by loading dock fees. If you can’t reserve the space, make sure to request early access to the venue. Keep an eye on elevator fees and load-in/load-out supervisor fees, which could be daily charges.

For more insider tips and to ensure smooth event execution, download the Ultimate Guide to Venue Contracts.

WHAT YOU’LL LEARN

• How to request early access to the loading dock
• The increasing elevator operator fees and how to prepare
• How to plan for load-in/load-out supervisor fees

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Understanding Production Guidelines and What’s Inside

Venue contracts can be tricky, but the key to avoiding hidden fees lies in understanding the production guidelines (also called in-house rules or hotel rules) before you sign anything. These guidelines are crucial—they can help you identify hidden costs, understand the penalties for using outside AV providers, and help you stay on top of key dates to avoid logistical chaos.

WHAT YOU’LL LEARN

• How to identify hidden fees:
  The production guidelines often contain penalties for using outside AV providers—we’ll help you spot them.
• Key dates to know:
  Understand the lead times and approval requirements for rigging requests, event diagrams, and more.
• How to navigate the fine print:
  Learn how to interpret production guidelines and work with a trusted AV partner to stay ahead of the game.

WHY THIS GUIDE IS ESSENTIAL FOR EVENT PLANNERS

By reviewing these guidelines with an expert, you can save time and avoid costly surprises.

Want to make sure you’re fully prepared? Download the Ultimate Guide to Venue Contracts and get all the details you need to ensure a smooth and cost-effective event.

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Don’t Let Rigging Fees Derail Your Budget

Understanding rigging fees is critical. Most venues require you to use their exclusive rigging provider, but the costs associated with it can quickly add up. Learn how to navigate these fees and keep your event budget on track.

Download the Ultimate Guide to Venue Contracts to learn how to avoid rigging costs and ensure your event is a success.

WHAT YOU’LL LEARN

• What you need to know about lead times for rigging
• How to avoid hidden fees for floor and ceiling rigging
• Why Visqueen and labor fees may apply and how to budget for them

Additional Resources

ANTICIPATE FEES & PLAN LIKE A PRO

Event planners, don’t let AV fees derail your event budget! Our Ultimate Guide to Venue Contracts is your go-to resource for navigating production guidelines and AV provider selection. This comprehensive guide helps you anticipate costly surprises, empowering you to plan and execute events confidently.

WHAT YOU’LL LEARN

• Anticipate AV Fees:
  Learn how to understand AV fees and production guidelines.
• Navigate Rigging and Labor Costs:
  Understand the ins and outs of rigging fees and union labor and how to stay within budget.
• Secure Reliable Internet for Events:
  Master how to handle bandwidth fees and ensure your internet setup is perfectly suited for your event.
• Ensure a Smooth Event with Expert Tips:
  Gain insider knowledge on how to work seamlessly with AV providers and venues to optimize event planning.

WHY THIS GUIDE IS ESSENTIAL FOR EVENT PLANNERS

As an event planner, navigating AV production guidelines and understanding the fees can be intimidating. This guide is your step-by-step roadmap to ensuring that you’re prepared, informed and empowered to make the best decisions for your next event.

ADDITIONAL RESOURCES

AV Concepts Announces New Partnership with Iconic Hotel Valley Ho

Scottsdale, AZ, November 12, 2024 – AV Concepts, a top-tier provider of event technology solutions, is proud to announce its latest partnership with the iconic
Hotel Valley Ho in Scottsdale, Arizona. Known for its striking mid-century modern design, lush grounds, and vibrant atmosphere, Hotel Valley Ho brings a unique blend of history and modernity to Scottsdale’s Old Town, making it an ideal addition to the AV Concepts portfolio of distinguished venues.

“We’re thrilled to partner with Hotel Valley Ho, a venue that brings history, style, and energy to Scottsdale’s hospitality landscape,” said Chris Howard, Chief Growth Officer at AV Concepts. “Our team is dedicated to creating unforgettable experiences that resonate with Hotel Valley Ho’s distinct charm. From innovative event technologies to custom lighting and event technology enhancements, we’re excited to enhance the incredible events and meetings at this one-of-a-kind venue.”

Hotel Valley Ho, a Scottsdale landmark since 1956, is renowned for its artistic, colorful ambiance and unique event spaces. With venues like the scenic Sky Line Rooftop, where guests can enjoy panoramic views of Camelback Mountain, and the Sands Event Venue, a modern standalone space complete with a lush outdoor patio, Hotel Valley Ho provides an unforgettable setting for events of all kinds.

“AV Concepts’ independent mindset and passion for excellence was a perfect match for our property,” said Ronen Aviram, Vice President and General Manager at Hotel Valley Ho. “We were looking to elevate our meetings and events experience, and AV Concepts impressed us with customized solutions to drive sales, all while working with our meeting groups to deliver exceptional experiences and working within their budgets. The fact that we are both locally owned independent brands helps us build a unique partnership in the market.”

About AV Concepts:
AV Concepts is a leading event technology solutions provider, specializing in tailored services for hotels, resorts, convention centers, and large-scale productions across North America. With a focus on innovation and customer satisfaction, AV Concepts delivers best-in-class audiovisual solutions to enhance every event experience.

About Hotel Valley Ho:
Hotel Valley Ho is a true icon in Old Town Scottsdale. Originally opened in 1956 and restored to its former splendor, this urban retreat blends mid-century style with modern amenities. Dine at ZuZu, relax at VH Spa for Vitality + Health, and unwind at two cool pools. www.HotelValleyHo.com

Media Contact:
Scarlet Reynoso
sreynoso@avconcepts.com